Free workload and team planning templates
Ready to use in Excel, Google Sheets, Word or as a printable PDF.
12 free files: a workload planner, meeting audit, hours log, check-in questions and team agreements. No sign-up. Download them, edit them and share them with your team.
Looking for figures? See burnout and workload statistics.
Team workload planner
See how much of each person's week is already booked, how many hours are left for focused work, and which weeks ahead are full.
- Available hours after leave and training
- Meetings, admin and project hours
- % booked with green, orange and red
- 8-week view for the whole team
Meeting load audit
Log one week of meetings and see the share of the week they take, which could be a message, and how many fall outside working hours.
- Duration calculated from start and end
- Hours that could move
- Early and late meetings flagged
- Totals by day
Working hours log
A personal log of start, finish and breaks that totals each week and flags weeks over 48 and 55 hours.
- Daily hours after breaks
- Weekly totals
- Late finishes counted
- 48- and 55-hour flags with sources
Focus week planner
Plan the week around 2 to 3 blocks of uninterrupted work, breaks and a finish time.
- 3 priorities
- Daily focus blocks
- Breaks and finish times
- Meetings to question
Team check-in questions
15 everyday questions for 1:1s about starting the day, recovery, concentration, pressure and workload.
- 15 questions in 5 groups
- Space to note what was agreed
Team agreement on meetings and messages
A one-page agreement on focus time, meeting length and reply times that a team fills in together.
- Focus time rules
- Meeting defaults
- Reply times and after-hours messages
- 1-month review
Workload conversation guide
A 20-minute structure for a manager and a team member to agree what moves.
- Before, during and after
- A decision table
- Language that helps
Manager checklist: protecting time to work
A 10-minute weekly routine that keeps a team's weeks workable.
- Monday, midweek and Friday checks
- A monthly review
Questions
Are these templates free?
Yes. There is no sign-up and no email required. Download, edit and share them.
Can I use the Excel files in Google Sheets?
Yes. In Google Drive, choose New, then File upload, select the Excel file and open it with Google Sheets. The formulas work there too.
Can I change them?
Yes. Change anything, add your logo and remove ours. Yellow cells in the spreadsheets are the ones to type in.
Who made them?
employee capacity is published by thrive at work. The templates are general and work with any tool or platform.