Timing of working hours - sample filling and examples from a practitioner

Stages of implementation

To obtain accurate results, it is important to organize observation correctly. The procedure is divided into three stages

Preparation

Observers must understand the specifics of the employee’s work. Without this, it will be impossible to correctly record work activities. Observers become familiar with the technical features and prepare observation sheets. The latter contains the basic parameters that will be studied.

Observation

The duration of all processes is measured. For example, an employee needs to complete three tasks. The sheet settings include these tasks. The start time and end time of the execution are written next to them. In this case, all breaks must be taken into account, even if they are unauthorized. Observation is carried out throughout the day.

Processing the results

This is one of the main stages. Includes the following actions:

• Calculation of the total amount of time spent on work. At the same time, the time for performing specific tasks and taking breaks is determined.
• Evaluation of the research results. If an employee works in hazardous conditions, this must be taken into account. Such conditions may make long-term work impossible.
• Comparison of the results obtained with approximate standards.

During the analysis process, “problem areas” are identified. For example, a manager spends a lot of time on routine tasks, ignoring the most important ones. This reduces its efficiency. In this case, it makes sense to delegate routine tasks to employees at another level so that the manager can focus on the main tasks. The analysis process reveals time that is wasted pointlessly. For example, this could be conversations with other employees. In this case, it makes sense to improve the corporate culture.

Order to create a timing commission

As the name suggests, the responsibilities of this worker include time-keeping observations of the execution of individual elements of technological process operations.

Break down each job into operations, where an operation is a part of the production process that is performed on a specific item of labor by one worker or team at one workplace. Detail the operations to the point where you can clearly and clearly determine the moment of its beginning and end, and determine its duration. Photograph of working time.. measurements of time spent based on the Order. worker timing. A competent resume. ditch of the police based on the compiled scheme for calculating working hours and definitions. station police inspectors based on the timing of their activities and.

The standardization commission should observe

More than one person needs to record working hours - examples of such recording will not be completely objective, since an employee, without additional control, can delay the work process. It is recommended to measure time with the participation of representatives of the technical management (production department). They will monitor the correctness and sequence of work. It is also recommended to invite representatives of the management of the service whose employee’s use of working time is measured. Believe me, when he sees such a commission, he will immediately work much more productively, and he will be less tempted to try to outsmart you.

You need to be careful when taking measurements. There are works that are carried out in a cycle. And there are also those that are performed only once. In work that is done in a cycle (for example, cutting pipes), not all work can be taken into account for each such cycle. Preparing the workplace, setting up the machine and other equipment, installing cutters - after measurements, all this work will need to be evenly divided into each part that was produced.

Where is the best place to start?

First, determine your timing goal. For example, you need it to draw up a schedule for recording the working hours of an employee whose wages do not depend on output, but are simply paid at an hourly rate.

Remember that such personnel are not interested in working faster. There is no incentive to work more efficiently, since the level of wages does not directly depend on this. Therefore, the performance of such employees will depend on the quality of the timekeeping produced.

If we talk about large enterprises, then work orders are made for the working personnel, which indicate a list of work that the employee must perform. Study it carefully, look at the types of work that will be carried out. If you do not have an understanding of any type of work, you need to find a flow chart for such a work process. Basically, every enterprise has either a technical department or a production department that deals with this. You can contact them with a request to draw up a technological map, as well as consult on the work that will be performed.

Once you have decided on the list of works and the order in which they will be performed, you need to create a description of the work processes that will be measured. Draw up the criteria that you need to focus on when taking measurements: determine the starting point of the process and the point at which the process will end, the use of working time, the cyclical nature of work, as well as other nuances.

After collecting all the necessary theoretical information, start taking measurements. You will need pre-prepared timing forms, or you can keep notes in draft form (this can be more convenient for making comments on the notes).

Features of time measurement

Before starting research, determine:

1. How exactly the work will be carried out - continuous monitoring of the department, employee (for several days, weeks, months).
2. Measuring selected (individual) moments - for example, only the stage of repair work, only the stage of telephone conversations, distribution of commercial proposals, etc.
3. Cyclic timing – i.e. studying only cyclically repeating activities (preparation of reports, negotiations, etc.).

It is equally important to decide on the measurement method:

1. The traditional method involves organizing research using ordinary observation, i.e. The employee periodically observes others and makes notes.
2. Most often, filling out the form is done using video surveillance equipment. This method allows you to obtain more objective information. Employees are less distracted by the fact that they are being video monitored. If you control their actions “manually”, this can lead to distortion of the final results.

At the measurement stage itself, it is necessary to immediately classify all employee actions into several categories:

1. Processes that occur without cyclical repetition. These are ordinary actions that are performed one-time for a separate period. For example, an employee can copy documents once (if necessary), fill out separate papers, conduct telephone conversations with those partners with whom he usually does not communicate, etc.
2. Processes with cyclic frequency will occupy the main working time budget. These are the functional responsibilities associated with the routine performance of repetitive actions. For example, repair work, employee training, telephone conversations, copying and filling out documents, working with clients, customers, etc.
3. Rotating sequence - here we are talking about employees with “complex” responsibilities that include several cycles at once. These cycles can be combined and intersect. For example, a sales manager is forced to simultaneously conduct telephone conversations and immediately record the results of negotiations (including intermediate ones) by any available means.

A video commentary on this topic can be seen here.

Organizing time tracking: step-by-step instructions

To organize high-quality time tracking, you should consider several features:

1. Criteria for measuring efficiency and labor productivity.
2. Analysis of the characteristics of time distribution in the work of specific employees and across departments as a whole (taking into account their specifics).
3. Organizing the collection of statistical data for each employee or by department (if we are talking about large enterprises).
4. Preparation of uniform reporting forms, as well as development of a single form to fill out.

Thus, the point is that the enterprise must ensure high-quality collection of information about who and how spends their time at work, as well as create specific forms for collecting data and drawing up final reporting.

Accordingly, in general, this work consists of the following stages:

1. Development of criteria for assessing the effectiveness of working time spent.
2. Collection of statistical data for each department and specific employees.
3. Analysis of this data, filling out pre-prepared reporting documents.
4. Drawing up recommendations for improving the organization of working hours.

Such a scheme can be considered simplified. If we imagine the organization of working time measurement in more detail, the picture will look something like this.

NOTE. The law does not oblige an enterprise to use specific sample documents, so management has the right to propose the use of its own reporting forms.

What it is?

In the process of performing work duties, each employee performs a number of actions. Enterprises periodically study how many minutes, on average, it takes an employee to complete each individual operation.

After describing minute-by-minute photographs of operational movements during manual or machine work, all data is analyzed to improve productivity and more efficient use of labor.

Thanks to such painstaking work, timekeeping helps optimize the expenditure of physical strength of the people involved in the company.

During studies of the employee’s labor process, the following are studied:

• what working conditions apply;
• technologies used;
• professionalism and qualifications of the worker;
• organization and maintenance of his workplace;
• human psychophysiological abilities;
• other characteristics of the employee that help him in his work.

There are 3 types of studies to describe the chronicle of working time:

• Continuous surveillance.
  It consists of taking time measurements of each part of the overall process, which is repeated cyclically with sequential execution until the final stage.
• Cyclic timing.
  It combines cyclically repeated quick actions into separate groups for convenience during further study;
• Selective moments.
  Such studies are carried out only for a strictly defined operation.

When choosing a methodology and processing the created description, first of all, we focus on the stated goal of conducting chronological research.

It is necessary to display the average value in man-hours

After the measurements are taken, the average value is displayed. According to the data shown in this example of filling in the working hours, the average duration of such work is 220 seconds. If you convert it into hours, you get 0.061 people/hour.

You can use this data when drawing up a workday schedule. For example, if you want to load an employee 100% with this work, then you can calculate how many pipes he should cut. If we take into account that the working day consists of eight hours, then:

8: 0.061 = 131.15 pcs.

It turns out that the worker must cut pipes about 131 times.

Sample photo of a working day

The purpose of this observation is to increase labor productivity.

A photograph of a working day is necessary when solving certain problems:

• determining the rate of production during 1 production shift;
• determining the balance of use of time spent on work;
• identification of possible causes of lost working time;
• determining the time provided for rest, time for servicing the workplace, as well as time for final work.

Workday photographs depend on the purpose of their taking and therefore can be of various types: individual, team, route, etc.

The company independently develops the form of this document. It involves filling out all the details that are necessary for further analysis. These include:

• date of this observation;
• name of the unit;
• Document Number;
• information about the employee (last name, first name and patronymic, specialty, profession, name of the work he performs at the enterprise);
• characteristics of the workplace;
• name of the specific job, its code, current time (in hours, minutes), duration of the job (in minutes);
• time spent on preparatory and final work;
• time spent on workplace maintenance;
• operational time;
• time allotted for breaks in work (regulated and unregulated);
• last name, first name and patronymic of the head of the unit, as well as his signature;
• performer's signature.

Stages of taking a photograph of a working day:

1. Preparation process.
2. Observation process. At this stage, it is necessary to record all the actions of (sequential) workers, as well as the amount of working time spent on producing a unit of product.
3. Analysis of the results obtained.
4. Development of measures aimed at eliminating lost working time. To do this, it is advisable to calculate working time coefficients.

Consider all factors when performing work

This is a straightforward calculation and approach to measuring working time. But when planning a work schedule for an employee, you need to take other factors into account. A person simply physically cannot, like a robot, stand at a machine 8 hours a day. He will be absent for personal needs, to rest, which may distort the timing of working hours. An example is the following: for complex work at the machine, you need at least 5 minutes of rest after every hour of work.

The skill of a particular employee also plays a significant role. It is necessary to take measurements from several workers to derive a real average value. You cannot rely on the results of one “experimental” person. If we talk about mechanics, turners, repairmen, then the following pattern is often observed: the higher the rank, the faster they complete the work. The experience of the employee also plays an important role.

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Each enterprise, both newly created and long-running in the conditions of competing firms, strives to effectively use production resources

, achieve the highest labor productivity and company profitability.

Only strict accounting of the funds spent, analysis of the actions taken by each employee engaged in the performance of their professional duties, will allow achieving favorable results

. This is done by a separate group of employees working in the department for organizing labor and wages. They study the rational use of time by workers for a particular operation using timekeeping.

Specialists strive to solve problems:

• identify the fact of productive functionality of workers;
• time spent on performing a specific task during a shift.

Often, some specialists analyze the work of others and give an opinion on the functioning cycles of the organization, identifying shortcomings in order to eliminate them.

How to prepare forms for timekeeping?

When preparing timekeeping forms, it is important to first determine:

• what actions or activities of the employee while at work will be recorded;
• in what units of measurement the duration of the corresponding actions or activities will be reflected.

So, timing objects can be:

• actions in the main computer program through which the employee performs his job function, for example, “1C” if he is an accountant, or Photoshop if he is a designer;
• making telephone calls by an employee;
• employee writing emails;
• employee participation in meetings and planning sessions;
• breaks from work - for tea, lunch;
• other actions within the office that have no connection with the work function, but are an integral part of the work process, such as changing clothes, loading a PC, waiting for updates to its databases and software components.

Timing can be carried out in connection with a specific technological process - for example, to the stages of production of goods produced on the factory line of an enterprise. In this case, timing objects can be:

• loading materials onto the conveyor;
• assembly of the product on a conveyor;
• checking the quality of the assembled product;
• descent of the finished and tested product from the assembly line.

Or the same processes, but performed by specific workers (responsible for loading, assembly, etc.).

Regarding the units of measurement of the duration of an employee’s actions or activities, these can be expressed in seconds, minutes, hours, and sometimes days. Their choice depends, first of all, on the goals set by the company or its division responsible for timekeeping - to improve the employee’s productivity during the work shift (or part of it - for example, before lunch), week or month.

Differences between working hours and working day photography

Often these measurement methods are considered the same process. Both working time photography and timekeeping generally have the same ultimate goal - optimizing an employee’s work schedule in terms of increasing productivity.

At the same time, timing is more focused on calculating the time spent on performing cyclic operations in production (see paragraph 1.4 of the letter of the USSR Ministry of Health dated October 2, 1987 No. 02-14/82-14), while photography of working time is used to record and analysis of the time spent by one or a group of employees on various types of activities during the day.

Thus, timing of working hours is more suitable for calculating the limits of established labor standards or comparing existing standards with actual indicators. A photograph of working time serves to determine the structure of the working day and calculate the total amount of working time rationally and irrationally used by employees.

For the reasons stated above, timing is recommended to be used when assessing time expenditure indicators specifically in production. The 2nd method is more suitable for studying the work schedule of managers, executives, representatives of creative professions, etc.

As can be seen from the example of filling out a timekeeping form given in the article, the employee did not so much describe in it the sequence of certain operations, but indicated the total time spent on this or that procedure. These indicators will be analyzed in comparison with established standards.

In the working time photograph card, the employee would describe the actions performed in their strict sequence.

So, working time timing is one of the ways to measure the time spent on certain operations during the working day. It can also be used to analyze the time losses experienced by employees during the period under study. This is also one of the methods of sanitary and epidemiological control as part of a special labor assessment or internal production control over labor safety.

Effective resource management requires their analysis. To draw a conclusion about the rational use of the allotted time for the performance of work duties by an employee, standardization specialists conduct timekeeping of working hours. With the help of such a study, 2 problems are solved: the actual costs of performing labor operations are determined and the structure of time costs in a work shift is established. Based on the information received, time standards are developed.

The measurements will help you record your working hours.

Timing as a method of studying working time depends on the conditions under which it is carried out and the purposes for which it is done. For example, the requirements for timekeeping, with the help of which wages and the price of services will be calculated, differ from those that must be observed when drawing up timekeeping to determine the level of staff workload.

Correctly measuring the time spent on work helps to create the correct schedule for recording working hours, as well as bring the unused capacity of both manpower and used equipment to full load.

What problems does working time balance solve?

Proper timing is the main tool for the employer to regulate the production process. With its help, the following tasks are solved.

• Assessing the effectiveness of business decisions.
• Determination of effective equipment loading.
• Analysis of the impact of each employee.
• Calculation of the percentage of usefulness of actions performed by employees.
• Eliminate downtime and eliminate non-payload-bearing activities.
• Determination of the dynamics of each of the timing indicators.

Company owners, leading managers and the employees themselves are interested in correct timekeeping. Each has its own goal - from getting a real picture of productivity and calculating maximum efficiency to monitoring processing.

Stage of preparation for timing of working hours

At the preparatory stage of working time timing, it is necessary to carry out:

• The choice of observed workers, depending on the purposes of timing working hours.
• Drawing up a list of technological operations, the time of which will be measured during timing observations.
• Calculation of the required number of measurements.
• Preparation of blank working time card forms, sample and example,
  see below.

Observed workers for the purpose of developing labor standards should be selected from among employees with average productivity. If there is a large share of physical labor, it is necessary to select performers with average psychophysical data. It is advisable to exclude newcomers and workers with extensive experience from observation.

If the purpose of timing working hours, for example, is to establish factors for non-compliance with labor standards, two samples of performers should be formed for observation - those who consistently do not fulfill and those who consistently exceed the established standards. Psychophysical data and work experience are not important.

In the case when the purpose of timing working hours is to increase labor productivity, the best workers, “the forefront of production,” can be the model for observation.

Determination of the composition of technological operations is usually carried out before the start of timing, during the photography of working hours. The PDF allows you to study various options for standard sets of work operations and create a target list. It is desirable that the target set of work operations be agreed upon by the technical and production services of enterprises.

The convenience of taking measurements when timing working hours depends on the choice of fixed observation points for each working operation. Fixation points establish the boundaries of the beginning and end of operations, and ideally should be accompanied by clearly visible external signs - worker movements, tool sounds or equipment signals. Examples of fixing points for timing working time: the beginning of movement of the mechanism, the sound of a blow when removing a part, the worker moving to another machine, etc.

Rice. 1. Sample of filling out the list of technological operations for timing working hours (example).

To calculate the required number of observations when timing working hours, the stability coefficient of the time series is used. The use of this coefficient allows us to stabilize the sample of values ​​obtained during observations, excluding extreme (minimum and maximum) values ​​that are considered random. A sample in which the ratio of the minimum value to the maximum value is less than the standard stability coefficient of the chronosequence is considered stable. To determine this coefficient, you can use the following table:

Rice. 2. Sample (example) of the number of measurements for timing working hours.

The number of necessary observations (measurements) of each technological operation is indicated in the cells of this table and depends on the type of production, the nature of the work and the duration of the operation. In parentheses of the table cells, the stability coefficients of the time series are given for reference, which will be needed later when processing the observation results to exclude random values.

Workflow Cycles

Then you need to fill out the measurement form correctly. In order to do this, you can use the sample below for filling out the working hours. It is not difficult to compile it if you understand the basic principles of measurements. In this case, the process should be divided into periods of working time: operational, for servicing the production process, the preparatory and final stage, and it is also worth taking into account time for rest and personal needs.

Operational work time is the period of time required by the worker to complete the assigned tasks. This point takes into account the period of time that would have been required for the worker if he had not left the workplace, had not been distracted, and all the equipment had been in one place and already in working mode.

The time spent servicing the production process consists of the time spent on auxiliary work that is necessary to ensure that the production process does not stop. For example, replace equipment that has worn out, change a damaged drill, replace engine oil, and the like.

The preparatory and final stage includes preparatory operations, setting up instruments and other work to prepare the workplace. The sample below for filling out the working hours will help you correctly write down all the values.

After conducting a detailed analysis of the measurement records, you will find work that is not included in the workflow map. Also, they cannot be attributed to the listed types of costs.

Anything that is not relevant to the work process must be excluded. Basically, these are such moments as: talking on a mobile phone, performing related work, carrying out urgent instructions from management and other actions not related to the performance of the work being measured.

Types and stages of implementation

There are several types of FRFs. This can be an individual examination for each individual employee, as well as mass and team photography.

Some workers use the self-photography method, that is, they use a method of self-certification. But this must be agreed upon with management, otherwise such a document will have no meaning.

Individual research is one of the most common FRF methods. This work is carried out to determine the effectiveness of a particular employee. At the same time, the labor commission carefully observes how the specialist works during one working day.

All data is entered into a special form called an observation sheet. Next, this paper is transferred to the manager, who can draw certain conclusions regarding a particular employee.

Mass photography is performed when you need to evaluate an entire department or group of employees. The stages of work in this case will not differ from the previous version. But as a result of general certification, you can see the effectiveness of not only the group, but also individual employees.

It is not uncommon for the person conducting the study to divide work time into periods, in each of which a specific worker is observed. This makes it possible not to create a large certification commission. The data is entered into one general sheet, however, with certain notes in the form of letters.

A team study is no different from a group study. Similar steps are used here, but only the number of people may be greater than in the previous case.

Any type of photography of working hours, other than self-photography, should only be carried out by management personnel. For this purpose, a certification commission is determined, which may consist of engineers, personnel managers, accounting employees or labor protection specialists.

Most often, when it comes to individual photography, an employee of the HR department is appointed as the person in charge.

The workday photograph map does not always show a clear picture, since quieter periods may be observed on certain days of the week or month. Therefore, it is advisable to carry out certification several times. And enter the average indicators into the final form.

Each specialist who is appointed to conduct certification must first carry out high-quality preparatory work. This will allow you to find out the characteristics of the employee’s work, the specifics of his workplace and other important parameters that influence not the final assessment.

Next, you can begin to evaluate the employee’s work. When creating an individual photograph, the employee is monitored throughout the entire working period, including breaks.

How to fill out the form correctly?

In order to display measurements grammatically, it is necessary to record working time. The form and an example of how to fill it out are given below.

As the example of filling in the working time clock shows, the type of pipe cutting work was measured. Three measurements were taken on one day. Since they were produced in a row, the worker did not spend time on each part to receive an order from the foreman, go to the warehouse for pipes, prepare the workplace, etc. Therefore, the time spent on the first part for these types of work is divided into the remaining two measurements

So what is time management?

According to a strange stereotype, in practice, time management is understood as only a small and far from the main part of it, namely: timekeeping and strict planning.

Timing is a rather tedious activity, distracting from work, and necessary, by and large, only for analyzing the starting conditions for the transition to time management, for two to three weeks, and even then, mainly for those who are unable to independently analyze their activities.

Strict planning is well suited to the Western cultural tradition, the so-called monoactive culture: tasks are solved sequentially, one task per unit of time. But it is extremely difficult to take root in polyactive cultures, which we Russians belong to. As a result, very soon the costs, for example, of keeping the plan up-to-date become comparable to the costs of core activities and begin to hinder more than help.

The main idea of ​​time management

So what is the basic idea of ​​time management? It's simple: working time management is organizing working time in such a way that the efficiency of its use increases. There are general principles, or stages, through which time management is carried out:

• Setting a goal. Definition and formulation of the goal(s).
• Planning and prioritization. Developing a plan to achieve your goals and identifying priority (primary) tasks for implementation.
• Implementation - specific steps and actions in accordance with the intended plan and procedure for achieving the goal.
• Monitoring the achievement of goals and implementation of plans.

But exactly how planning or monitoring of results occurs is a creative process in which it is necessary to take into account specific conditions and existing opportunities.

Common time management techniques

Several techniques that implement the basic principles of time management are most widely used when organizing working time management:

• A technique of prioritization, the use of which allows you to highlight important and significant tasks and decide what to do with the rest.
• The Pareto Principle, or Pareto's Law, or the 20/80 principle is an empirical rule introduced by sociologist Vilfredo Pareto, most generally formulated as “20% of efforts produce 80% of the results, and the remaining 80% of efforts produce only 20% of the results.” When applied to time management, this rule sounds like this: 20% of things (and time spent) give 80% of the results; 80% of things (and time spent) produce 20% of results. In this regard, you should first highlight those 20% of cases that give the maximum result and start with them.
• A Gantt chart is one of the most convenient and popular ways to graphically represent task completion times. Each line in the diagram represents one process superimposed on a time scale. The tasks and subtasks that make up the plan are placed vertically, and the time scale is set horizontally. The start, end and length of the segment on the time scale correspond to the start, end and duration of the task. As a result, a simple and very visual tool appears for time management, which in some ways has even become a symbol of time management
• Timing is a method of studying time expenditure by recording and measuring the duration of actions performed, which allows you to conduct an “audit” and “inventory” of time, identify “time sinks” and eliminate them.

Time management tools

Well, a few words about choosing a tool. The tool can be anything, the main thing is that it is convenient and allows you to reduce the time spent on management, and not increase it. And the main thing with any instrument is the head of the leader. No time management technique will bring results if there is no adequate leadership, if there is no time manager concerned with the rational management of working time.

For greater clarity, let's look at a specific example of how, without special knowledge, you can start managing time, using only common sense, available software and basic ideas about time management.

Tags: asset, balance sheet, accountant, frame, coefficient, tax, expense, means

Other temporary losses

There are different types of lost working time. For example, a mechanic can cut records, and someone from another service will come to him and ask for some tools or help with some urgent work that cannot be postponed.

Usually such losses are difficult to describe. It is best to derive the loss coefficient and multiply it by the time standard, thereby giving employees the opportunity to take a breath while working.

For example, at enterprises that produce parts in workshops, standardizers allow 8-10% time losses when standardizing the working day and take them into account in the schedule.

Also, before filling out the final timekeeping, it is recommended to read all the footnotes in the already approved standard time standards - usually they describe the nuances that need to be taken into account and describe the specifics of standardization for specific work.