Vice versa, it is used to predict resource demand and take off some work from the team's shoulder and pass it on to the new hires. But the resistance will drop as you explain that a utilization report does not intend to measure individual performance. More often than not, this initiative can be perceived as the necessary evil by employees. Putting in actual hours spent will set the report in motion. Introducing time-trackingįor you to build a bandwidth utilization report, your team will have to register time. This step, however, is nearly impossible without timesheets. Regardless of how you want to track utilization, Runn cuts both ways, building a real-time report for you as the hours are scheduled or registered. how many hours your company is engaged in non-billable (admin) work.how many hours your company is engaged in billable (project) work.This means that you will have to calculate: However, agencies that deal with billable projects may need more than that and will benefit from tracking billable utilization. This gives you an easy percentage that indicates how much of the resource was actually utilized during that period of time. The easiest way is to simply track the hours worked by each resource in a given period of time against the total hours available. Now it’s time to decide what values you want to use in your report. To get accurate data out of your utilization report, there are two things to consider in advance. That kind of insight can help you redistribute work in a way that keeps everyone engaged and motivated. You'll know who's available for new projects and who's about to hit their limit. With Runn's Utilization Report, you'll be able to see where every one of your team members is spending their time and how productive they are.
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How to build an employee utilization report with Runn
Perhaps there is routine non-billable work that isn't necessary or can be made more efficient, or it may be time to hire a dedicated administrator to handle that kind of work. It's also a chance to look for efficiencies by optimizing the ratio of billable utilization to non-billable utilization.
At the same time, if resources are regularly under-utilized, it may be because they're surplus to requirements. If a particular team member or business unit is consistently over-utilized, that can signal it may be time to hire in that area. Knowing resource utilization also helps to inform staffing decisions. This means managers can allocate resources so that workloads are sufficiently challenging to keep people productive and motivated without burning out. It helps to identify people who are commonly over-worked, or those with capacity that can be put to better use. Resource utilization reports also help to adopt resource management best practices, where team members are supported and empowered to be at their best. It's particularly useful when making decisions on the fly, such as an unexpected delay or bottleneck, because it displays real-time utilization rates for resources across the business. It signals in advance how much capacity team members have at any point in time, which helps to plan future projects and any other work. One of the main benefits of having a monthly employment utilization report is it enables project managers and other business decision makers to plan ahead with confidence. The benefits of having a monthly utilization report You'll be amazed at what caused the percentage to surge or plummet. In any event, if resource utilization isn't where you want it to be, you should look into it deeper. Lower-than-expected resource utilization (e.g., 50%) is frequently a sign that the project is overstaffed and has an excess of resources.Ī higher-than-expected resource use rate (120%) may indicate that someone is overworked.Īs a result, anytime your organization has a resource deficit, utilization will be at its highest, and vice versa. Non-billable work is inevitable in any workplace, and having a target utilization rate that's too high can mean delays on one project have flow on effects for others. The reason being, this method factors in your team member’s time spent on both billable and non-billable time (Total Registered or Scheduled Hours / Total Available Hours)* 100).Īn ideal billable utilization rate is around 70 to 80%. The total utilization rate should be as close to 100% as possible. But here are some recommendations as to what they mean and how to read them. With so many metrics and buzzwords in resource management, it can be difficult to read all the numbers in front of you.
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