BusinessHuman Resource Management

Work time. Working hours: example, sample

Efficiency makes people successful, competitive. An excellent tool for researching how effectively you use working time is a photograph of your working time, in other words, it's also called timing. What kind of tool is it, how to use it and what results it brings - read in the article.

What is a photo of working time?

This is a method of investigation in which a whole working day or a certain period of time is subjected to a continuous measurement. Through this observation, you can get information about what an employee, a group of employees or a team is working on during the working day. Observation is conducted by a specialist, and similar research can be conducted independently. Fixing all actions, both relating to work, and distractions, smoke breaks, informal communication, and so on, are totally exposed.

Among employees who are fond of time management and aware of the importance of time management, this is a popular tool. Moreover, if you are interested in the question of how to optimize working hours, the picture of working hours will be the first step. You can control only what is measured. Often, only monitoring, even without making changes in the working day, already leads to increased efficiency.

Objectives

This method pursues a number of goals. One of the most important is the identification of losses of time during the working day. The next is to identify the causes of the loss of time and develop a system of measures that will allow you to work more efficiently. The photo of working hours allows you to develop time-limits for work processes, to take over the organizational experience of the most successful employees and train other people to achieve high results.

Especially valuable such research becomes, when the question on expansion or reduction of staff, redistribution of duties is solved.

If you want to discuss with your supervisor an increase in the payment of your labor or a search for an assistant, a self-made individual photo of your working time will become an excellent evidence base. You will have weighty arguments, the leader will take your proposals more seriously if you prepare in this way.

Conducting a photo of working hours

Despite the fact that the name of the procedure contains the word "photography", nothing from the photographic technique is required. Only paper and pens are enough. To simplify the task, ready-made forms with filling patterns have been developed. They can be found in legal systems such as "Consultant". The form can be developed either independently or by the ordinary table.

One day is not always enough, so observation can be conducted for several days.

The whole process can be divided conditionally into three stages: preparatory, observation process, processing of results. At the preparatory stage, the forms are completed and completed, at the observation stage, a record is kept, at the stage of processing the results, the time taken for this or that type of work is counted, efficiency is analyzed, conclusions are drawn.

Calculation of results

To be more convenient to consider, the same type of operations are combined, grouped. The most popular groups are:

  • Work on preparation and completion (starting up the equipment, preparing the necessary tools, switching off the equipment, cleaning the workplace).
  • Organizational matters.
  • Time used for direct fulfillment of duties.
  • Breaks for rest and lunch.

It is possible to identify smaller groups, if this is appropriate for a particular study. Then a coefficient is calculated that shows the efficiency or inefficiency of the employee's working day.

Blank for timing

The form must contain a "cap", which includes information about the full name and specialty of the employee, the company that is being investigated, the date and time of the analysis.

Then there should be a table. The first column is the serial number, then the column for the name of the work to be performed. In the third column there is a period of time, from how many and to how much work was done. The fourth column counts the amount of time it takes to work. You can add a column for notes.

Main types of research

Watch for one employee, then this will be an individual photo. Can watch a group or a brigade, then it will be a group or team picture.

If the observation is conducted throughout the whole working day, then such a photograph is called classical. You can subject the fixation not all day, but only its individual moments.

Another division has already been mentioned above. You can observe the specialist, or you can do photography on your own. If you use an outside observer, you may encounter a negative reaction from employees. They may refuse to work under supervision or, conversely, start working faster and more than usual, which will lead to incorrect data on time costs.

Studies can also be carried out using video equipment. On the one hand, this allows obtaining objective information, on the other - not every action can be clearly delineated, observing it only from the outside, without commenting on the person performing the work.

Psychological training

A study of how employees use working time is a picture of working time, a simple technically but a psychologically complex way. Employees perceive such studies as an attempt to monitor them, worsen working conditions, identify shortcomings and punish.

Therefore, it is important to pay attention to preliminary explanations of the importance of such a study. Serious influence is exerted by the psychological climate in the team. If people work in an atmosphere of trust and goodwill, they will willingly go to meet all that will help make the organization more efficient and competitive. If, on the contrary, the collective is characterized by mistrust, constant punishment, it will be extremely difficult to obtain reliable information that will really give results.

It is important to build a motivation system in which it would be advantageous for employees to work most effectively.

Let's take an example

It is not possible for any employee to make an exact timekeeping of the working day. It is most difficult to conduct it from employees employed in management positions, especially the picture of the accountant's working hours is particularly complicated. It's easier with those specialists whose operations have clear boundaries and distinctive features. As a rule, these are working specialties.

Let's look at an example. The employee is the manager in the corporate department. Before you is a photo of working hours (sample):

  • The beginning of the working day is 9-00.
  • Preparation of the workplace (computer loading, preparation of documents) - 9-10.
  • Planerka - 9-15.
  • Telephone conversation with the key client - 9-30.
  • Checking the e-mail - 9-42.
  • Preparation of the contract for the client - 9-53.
  • Break - 10-37.
  • Preparation of presentation of a new product for the client - 10-57.
  • Lunch is on the 14-05.
  • Internship of a new employee is 14-58.
  • Break - 16-15.
  • Calling customers - 16-30.
  • End of the day (cleaning the desktop, turning off the computer) - 17-55.
  • Care home - 18-00.

Now we need to calculate how much time each action took, to distribute the types of work into groups, to calculate the efficiency factor of the manager. This photo of working time (example) will help you make your own.

Who needs this information?

First of all, the interested persons are the managers and owners of the company who want to understand how well the staff is optimally loaded, whether the labor resources of the company are being effectively used.

Employees of the HR department, HR departments also need similar studies to compile executable job descriptions, to select exactly the number of employees that are necessary in the organization, to carry out research work.

Responsible employees are also interested in making sure that the working day is used efficiently, without downtime and work, that there are no situations with reprocessing or work taken at home.

Now you are familiar with the methodology that allows you to assess whether working time is effectively used (picture of working time). Try to apply the method in practice, you will find a large amount of reserves, you will see how to work optimally. Thanks to this approach, you can turn into one of the most productive employees of the company, and this is sure to be seen and appreciated.

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