It happens that an employee at the workplace does not have time to complete the tasks assigned to him. The reasons for this may be different - low qualifications, too much workload, or he is simply doing the wrong thing at work. Actually, this can be verified by conducting a special study. Working day photo: example of filling, and assignment cases should be considered in detail.

Workday Photography (WPD) is a tool that helps increase the productivity of any company, although at the first stage it helps to know where exactly the employee/employees spend their working hours.

Working time photography is a method that helps to study the time spent by a particular employee on certain actions during work. All observations and measurements obtained during the process are documented; a sample and example of filling out a photograph of a working day will be presented below.

If you successfully master the method, it will help you obtain unique data regarding the organization of the work process of any employee, and find out the productivity of each person. That is, in the future, adjust the workload and ensure that everything is done so that work tasks are completed.

An extremely detailed study and notation of the results will help find the answer to the following questions:

1. How much time does the employee (researched) spend on each type of work he encounters daily?
2. How long does it take different workers to perform the same tasks?
3. Are there opportunities to improve labor efficiency and what is needed for this?
4. Is it possible to simplify or eliminate any stages or transfer them to other structural units?
5. Options for setting labor productivity standards.
6. Reasons for non-compliance with existing work standards.
7. How effectively does a particular employee use his work time?
8. Are there technical problems that prevent you from completing your tasks?

Important! A photograph of working time provides information that economists and managers can use in the future to draw up company plans and budgets, and adjust the staffing table.

Some features

Among the features of this process are the following:

• FRD may occur after the introduction of new equipment that relieves some workers of their duties.
• This type of work is often performed by an authorized HR employee.
• Photographs can be taken throughout the day, as well as certain operations, stages, a team or one specialist.
• Before you begin FRA, you should define your goals job responsibilities researched.
• Sometimes self-photography is allowed, that is, for the photograph of working hours to be taken by the employee whose activities need to be tracked. In this case, it is understood that he himself makes all the entries in the report and records the time periods spent on certain actions. This technique will help the employee determine in what periods his working time is wasted irrationally.

Types of FRD

There is a division into types depending on the number of objects that will be monitored. More specifically:

1. Individual – concerns the study of the working time of a specific employee, while the detail of the effort expended will be as much as possible.
2. Group photography – this photograph of a working day involves observing the activities of a group of employees who are connected by certain work processes. The main task of this study is to check how effective the interaction is, whether their actions are coordinated, how busy each of them is, and check other processes.
3. Comprehensive – reveals the interrelationships of work processes. It turns out to study the rhythm of work, the rationality of using equipment. This method will be useful if you need to develop actions aimed at increasing labor efficiency.

Note! In order to obtain an extremely accurate picture and true data, photography is carried out over several days, weeks and even months.

Who benefits from FRD data?

A photograph of working hours will provide a lot of useful data for the manager and owner of the company. They get a picture of employee performance. Also, this data will be useful for the HR manager, the HR department for the formation of job descriptions, staff, etc.

Of course, the data obtained as a result of the FRD will help the employees themselves if they are interested in increasing the efficiency of their work and fulfilling their job responsibilities.

Procedure for conducting FRD

Photographing working time is a process that requires the utmost scrupulousness and attentiveness from the performer. He literally needs to record everything, including telephone conversations on personal topics.

It all starts with preparation, defining a goal. So, if the objectives of observation are to determine whether employees comply with internal labor regulations, then photographing groups of employees can be carried out at once. If labor discipline is violated, it will be noticeable immediately. For example, they often go on smoke breaks or drink tea outside the designated periods, instead of doing work.

In situations where it is necessary to optimize the working day of one employee, a photograph of the working day is taken individually for each. Not only what he does is recorded, but also the processes of interaction with other employees and their effectiveness.

Important! FRD can be carried out either explicitly or covertly, that is, without informing the employee about it. As practice shows, it is the second option that helps to identify where most of the working time is actually spent. If the second method is chosen, then at the preparation stage you should come up with a legend regarding the implementation of the observer.

It is worth noting that the final results depend on the instruction and training of those who will conduct the FRD. Also at this stage, you should agree on the forms on which the information will be entered.

Rules for entering data into the FRD

In order for the form to meet the requirements, you must enter the following information:

• Company name, its structural unit.
• Name of observation, number and date of its implementation.
• The form itself contains data regarding the employee being monitored - full name, profession, position, work performed.
• Brief description of his job responsibilities.

This is followed by a tabular part in which specific time costs and a description of the actions that took this time are entered. For example:

1. Turning on the computer – 5 minutes.
2. Smoke break – 10 minutes.
3. Communication with clients – 45 minutes.

And such a chronology records all the actions performed by the employee during the working day. All observations are carried out in real time. At the end, a summary is made where the following important time costs are calculated:

• Preparatory and final actions.
• Time for workplace maintenance.
• Operational time.
• Time for breaks.

Important! The document must be signed by the head of the structural unit where the subject works.

Conclusion

Working time photography is effective tool checking what employees are doing and why they are not able to complete the tasks assigned to them. Such observation will help, among other things, identify applicants for dismissal or find out how many people need to be added to the staff.

Description

Purpose of the work: determining the actual workload of a specialist in personnel work.
The work schedule of the HR specialist is intermittent, one shift with two days off. The duration of the work shift is 8 hours. Meal break 1 hour. Since the time for eating is not regulated during the shift, we will consider the period from 10:00 to 19:00 (8 hours or 480 minutes) as the total duration of the shift.

The work consists of 1 file

Photo of the HR specialist's working hours.

In the labor department and wages HR Department On October 17, 2013, photographic observations of the work of the leading HR specialist were carried out.

Purpose of the work: to determine the actual workload of a HR specialist.

The work schedule of the HR specialist is intermittent, one shift with two days off. The duration of the work shift is 8 hours. Meal break 1 hour. Since the time for eating is not regulated during the shift, we will consider the period from 10:00 to 19:00 (8 hours or 480 minutes) as the total duration of the shift.

Working time costs (Table 1).

Where, A-work (main time), PZ-preparatory and final work, NR-unproductive work, O-rest.

Summary of the same working time costs (Table 2).

Balance of working time costs (table 3)

Conclusion from observation.

1. The workload of the HR specialist during the observation shift was 87.4% of the shift time and exceeded the normal workload by 4.4% of the shift time.

2. Involvement of another department employee for a short period of time to enter personal data of employees into information base It will also free up additional time for HR specialists.

3. Include an additional break for rest and personal needs of 10 minutes into the structure of the HR department’s working day. The break can be set at the employee’s personal request: two hours after the start of the shift, or two hours after the lunch break. It is advisable to complete the bulk of the work before the lunch break, and after the break, consult workers and perform work that requires less mental effort.

The productive functioning of an organization is impossible without increasing the efficiency of the labor resources of an individual employee or department. Improvement is achieved through analysis, which allows you to perform a photograph of the working day. It reflects absolutely all operations performed by employees. The result is analyzed, after which it is determined whether time resources are being used effectively.

Features, types and purpose of photography

Observation of normal work activities in an organization, the duration of which is a full shift, is called “workday photography.” The procedure is aimed at identifying the time spent on each operation, analyzing them, determining the reasons for failure to complete a task, and optimizing the work process. It can be divided into several types: individual (monitor one employee), group (supervision of several employees located next to each other), team, self-photography (a specialist independently takes time measurements of his activities).

How is workday photography done?

The study consists of three stages: preparatory, observation and analysis. At the first step, employees are informed of their intentions, the purpose of supervision is determined, and they become familiar with the peculiarities of labor operations and the place of work. The start of photographing must be approved by order, after which the personnel begin their normal duties. At the second stage, all actions performed, their start time, as well as their duration are recorded on an observation sheet. At the third stage, the received information is processed and the required calculations are performed.

Photo of the secretary's working day

Let's consider an example of photographing one working day of secretary L.I. Biryukova, working in private organization from 11.00-18.00, lunch from 13.00-14.00. Study period: September 17, 2013, observation began at 11:00 a.m. and ended at 6:00 p.m. The working conditions are normal, the location is an office. Job responsibilities: documentation, receiving visitors and interacting with technology. Work experience: 1 year.

Observation sheet

Balance of time spent on secretary work

A photograph taken of a working day provides data on the basis of which a working time balance is compiled.

results

The resulting photograph of the working day contains data from which a duration balance is created labor activity. After this, the coefficient is determined effective use temporary resources, equal to the ratio of the sum of the duration of work to the duration of the shift. The closer this indicator is to 100%, the more productive the staff’s work. In our example, K isp = (20+295+65)/420=90.4%. Using the same principle, a photograph of the working day of a manager, programmer, accountant or any other specialist of interest is taken.

Efficiency makes people successful and competitive. An excellent tool for studying how effectively you use your working time is working time photography, in other words it is also called timekeeping. What kind of tool is this, how to use it and what results it brings - read the article.

What is a working time photograph?

This is a research method in which a whole working day or a certain period of time is subjected to continuous measurement. Thanks to such observation, it is possible to obtain information about what an employee, group of employees or team is doing during the working day. The observation is carried out by a specialist, but such a study can also be carried out independently. Totally all actions are subject to recording, both related to work and distractions, smoking breaks, and so on.

Among employees who are passionate about time management and understand the importance rational use time, it is a popular tool. Moreover, if you are interested in the question of how to optimize your working time, working time photography is the first step. You can only manage what is measured. Often, just observation, even without making changes to the working day, already leads to increased efficiency.

Goals

This method serves a number of purposes. One of the most important is identifying lost time during the working day. The next step is to identify the causes of time loss and develop a system of measures that will allow you to work more efficiently. Working time photography allows you to develop time standards for work processes, adopt organizational experience from the most successful employees and teach it to other people to achieve high results.

This kind of research becomes especially valuable when the issue of expanding or reducing staff or redistributing responsibilities is being decided.

If you want to discuss with your manager about increasing your pay or finding an assistant, a self-composed individual photo of working hours will be excellent evidence base. You will have weighty arguments, and the manager will take your proposals more seriously if you prepare in this way.

Taking working time photography

Despite the fact that the name of the procedure contains the word “photography”, nothing from photographic equipment is required. All you need is paper and a pen. To simplify the task, ready-made forms with filling samples have been developed. They can be found in legal systems"Consultant" type. You can develop the form yourself or get by with an ordinary table.

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

The whole process can be divided into three stages: preparatory, observation process, processing of results. At the preparatory stage, forms are drawn up and filled out, at the observation stage, records are kept, at the stage of processing the results, they calculate how long a particular type of work takes, analyze the effectiveness, and draw conclusions.

Calculation of results

• Preparation and completion work (starting up equipment, preparing the necessary tools, turning off equipment, cleaning the workplace).
• Organizational matters.
• Time spent on direct performance of duties.
• Rest breaks and lunch.

Smaller groups may be identified if appropriate for a particular study. Then a coefficient is calculated showing the efficiency or ineffectiveness of the employee’s working day.

Timekeeping form

The form must have a “header” where information about the full name and specialty of the employee, the enterprise where the research is being conducted, and the date and time of the analysis is entered.

Then there should be a table. The first column is a serial number, then a column for the name of the work being performed. The third column indicates the time period from when and until when the work was performed. The fourth column calculates the amount of time spent on work. You can add a column for notes.

Main types of research

They can observe one employee, then it will be an individual photograph. They can observe a group or brigade, then it will be a group or brigade photograph.

If observation is carried out throughout the working day, then such a photograph is called classic. You can not fixate the whole day, but only its individual moments.

Another division has already been mentioned above. A specialist can observe, or you can photograph the working day yourself. When using an outside observer, you may encounter negative reactions from employees. They may refuse to work under supervision or, conversely, begin to work faster and more than usual, which will lead to incorrect data on time costs.

Research can also be carried out using video equipment. On the one hand, this allows you to obtain objective information, on the other hand, not every action can be clearly delineated by observing it only from the outside, without comments from the person performing the work.

Psychological preparation

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

Therefore, it is important to pay attention to preliminary explanations of the importance of such study. Has a serious impact If people work in an atmosphere of trust and goodwill, they will willingly go along with anything that will help make the organization more efficient and competitive. If, on the contrary, the team is characterized by distrust and constant punishment, then it will be extremely difficult to obtain reliable information that will actually produce results.

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

Let's look at an example

It is not possible for every employee to create an accurate timeline of the working day. It is most difficult to conduct it with employees employed in managerial positions; photographing an accountant’s working hours is especially difficult. It’s easier with those specialists whose operations have clear boundaries and distinctive features. As a rule, these are blue-collar jobs.

Let's look at an example. The employee holds the position of manager in the corporate department. Here is a photograph of working hours (sample):

• The start of the working day is 9-00.
• Preparation (booting the computer, preparing documents) - 9-10.
• Planning meeting - 9-15.
• Telephone conversation with a key client - 9-30.
• Checking email - 9-42.
• Preparing a contract for a client - 9-53.
• Smoke break - 10-37.
• Preparing a presentation of a new product for a client - 10-57.
• Lunch - 14-05.
• Internship for a new employee - 14-58.
• Smoke break - 16-15.
• Calling clients - 16-30.
• End of the day (cleaning the desktop, turning off the computer) - 17-55.
• Going home - 18-00.

Who needs this information?

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

HR department employees personnel services also need similar studies in order to draw up feasible job descriptions, select exactly the number of employees needed in the organization, and conduct research work.

Responsible employees themselves are interested in ensuring that the working day is used efficiently, without downtime and emergency work, and that situations with overtime or work taken home are not created.

You are now familiar with a technique that allows you to evaluate whether working time is being used effectively (working time photography). Try to put the method into practice, you will find a large number 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 will definitely be seen and appreciated.

To determine the effectiveness of an employee’s time spent at work, many methods are used, one of the most effective is a workday photo map. The essence of this method is that a certain employee is continuously monitored and appropriate measurements are taken during the working day of his time spent on all actions performed by him.

The main goal is to identify wasted time by an employee based on the results of analyzing the compiled photograph of the working day and adjusting his working day, which can increase his productivity. And carrying out such a procedure for all employees can increase the overall productivity of the company.

This method is aimed at solving the following main problems:

• Identifying the actual balance of use of temporary resources during the working day.
• Identification of the actual volume of production of products (products), including the rate of production during the work shift.
• Determination of lost working time and analysis of the causes of their occurrence
• Obtaining primary information for developing standards for the time period for servicing units and working hours, preparatory and final time.
• Based on the results of the assessment, it is possible to draw up job descriptions and identify a shortage or surplus of workers.

Carrying out systematization and subsequent analysis of the information received will help to adjust the time used by advanced and lagging employees, identify inconsistencies with current standards in the organization, rationalize the composition of teams and work groups, including improving the labor distribution scheme when contracting teams, and will also allow identifying or clarifying information about hourly development of products or products.

In most cases, the main problem may be the unreasonable waste of employees' working time on long smoke breaks or coffee breaks. A photograph of the working day will allow the manager to identify subtle points that can be rationalized, which can help in cleaning up the staff.

Perhaps an employee who never gets anything done, smokes too much or constantly communicates on non-work related issues. In addition, workflow optimization can highlight weak points in staffing table, because an overabundance of employees leads to increased costs, and a shortage, on the contrary, leads to lost profits.

The study could be of the following type:

• Individual.
• Group.
• Brigadier.
• Independent.
• Route or route.
• For the work shift of a multi-machine operator.

The procedure for drawing up a working day map

A photo map can be drawn up either by the employee personally, to independently identify temporary losses and identify the necessary resources to increase productivity, or by employees designated for this. In addition, it can also be compiled by companies that outsource your work activities when solving the problem of increasing the profitability of the enterprise. It doesn’t matter who carries out this procedure, the main thing is the result. The scheme for taking photographs of a working day consists of several stages:

• Carrying out the preparatory process.
• Carrying out the process of monitoring the actions of a specific employee (or group) and consistently recording the actions they perform and the time spent on each action throughout the working day.
• Carrying out analysis of the received data.
• Based on the analysis, a set of appropriate measures is being developed aimed at optimizing the work process by minimizing wasted time, calculating time coefficients and designing work shift standards.

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When drawing up a map, it is necessary to take into account the time regulated by the organization for breaks, such as lunch, and also take into account the employee’s need to satisfy personal needs, such as the toilet, drinking or smoking. However, excessive smoking, as some smoke every 20-30 minutes, is most likely not advisable and leads to irrational use of working time.

The solution to this problem could be set times organization regulations for smoking breaks, for example, once an hour. This approach will make it possible to discipline the employee, and in some cases allows for bonuses for non-smokers.

Photo of a working day, example of filling and blank form

Photo of an accountant's working day, example of filling.