Photo of the personnel officer's working day. What is a working day photograph: example of filling

Working day photography is a way of recording lost working time and the efficient use of human resources, allowing to maximize the quality of workers’ work and minimize costs, as well as solve many additional organizational issues in the activities of the enterprise. At the same time, every employer and personnel specialist should familiarize themselves with the details of this procedure, since this tool has many advantages. An example of filling out a photograph of a working day can serve as a good example for its implementation in any organization.

What is a working day photograph and why is it needed?

Working day photography has nothing to do with the process of creating photographs and the art of photography. This is a purely personnel term used to optimize and control the cost of staff working time.

Workday photography itself is the process of monitoring and measuring all of an employee's working time over a specified period of time. At the same time, all the employee’s actions without exception are recorded - the most effective method is minute-by-minute monitoring with recording of photographs of the working day in the appropriate form. It should be noted that the legislation does not regulate this procedure in any way, so all the features of its implementation can be established by the employer independently.

The purposes of photographing a working day include:

• Finding existing losses of working time, their measurement and subsequent adoption of certain personnel decisions to eliminate them and optimize labor costs.
• Recording information for subsequent optimization of the arrangement of workplaces and premises.
• Creation of an initial database for the subsequent introduction of various labor standards and reorganization of working hours.
• Search for reasons for employees not fulfilling their job responsibilities and structural analysis of the working day at the enterprise.

At the same time, the procedure for taking photographs of a working day implies its implementation in several stages:

• Preparatory stage. It implies a general definition of the purposes for which working time is photographed, and also establishes the direct objects of observation and regulates all subsequent actions of the employer and responsible persons.
• Conducting surveillance. This is a direct procedure for photographing the working day of selected observation objects, implemented in accordance with the developed program.
• Processing of results and their analysis. This is the final stage of photographing the working day, which, nevertheless, is the most important in this procedure, since it is this that allows us to subsequently take certain organizational and personnel solutions to the problems that have arisen and carry out labor optimization.

Each of the above stages should be considered in more detail separately.

How to prepare for taking photos of a working day

Before directly photographing a working day, the employer should carry out a significant number of preparatory procedures, otherwise the entire process may turn out to be useless or ineffective. In this case, the preparatory stage should in any case provide for the solution of issues individual for each enterprise. However, regardless of how exactly the workday photography will be carried out, most often the preparatory stage will include the following activities:

Preparatory activities may differ for different structural divisions of the enterprise, for different purposes of taking photographs of the working day. The employer himself has the right to determine the methods used and the purposes of carrying out this procedure and change it to suit his own needs.

Taking photographs of a working day - features and nuances

When conducting workplace photography, the employer must take into account that this process does not perfectly reflect the actual situation at the enterprise. First of all, it should be noted that with a short duration of the photograph, employees can specifically adapt to demonstrate better results than practical ones, and accordingly, the assessment carried out will not give the expected results and cannot subsequently be included in the procedure for improving the efficiency of the work organization. Employers and those responsible for working day photography should take this feature into account first.

An important point is the fact that a photograph of a working day in itself can increase the efficiency of an enterprise - this is due to the above-described feature of such a procedure. After all, employees who understand that their every action is controlled often work more efficiently than in the absence of control.

Direct photography of the working day should begin with the actual start of the working day. Therefore, the specialist responsible for its implementation must arrive earlier than the workers being analyzed. A photograph of a working day includes all periods of an employee’s work activity, from preparation for work to the procedures for completing it. However, in some cases it may be appropriate to take photographs only for selected periods of time.

It is necessary to distinguish the method of timing working hours from the method of photographing the working day. In the first case, exclusively cyclical and identical procedures are measured to identify and establish general standards for the production of commercial products or the provision of identical services, and in the second situation, the total expenditure of working time throughout the day is assessed in a complex form.

During the procedure, inspectors must be equipped with the necessary prepared forms and strictly record every action of the employee. However, it should be remembered that during breaks provided for by law and if the employer provides employees with additional breaks within working hours, such periods of time cannot be taken into account as losses of working hours and minutes.

Processing and analysis of photographs of a working day

Based on the information obtained during the photograph of the working day, the employer, personnel officer or head of a department or enterprise can take certain actions aimed at realizing the goals initially set for this procedure. The methods of influence will depend both on the initial goals and on the results of the photograph of the working day, the characteristics of the activities of a particular organization and available resources. Since the employer will receive a complete time cost structure, he can take various decisions to improve business performance, namely:

The presence of lost working time does not always indicate ineffective personnel management. Thus, some positions, when photographing working hours, may demonstrate a large number of hours in which they are not engaged in their duties. Such situations are most relevant for employees of repair and emergency services at an enterprise - after all, while they are not working, this means that there are no problems in the organization.

Working time photo- this is a type of observation with the help of which the time spent by one worker or group associated with the implementation of a particular process throughout the entire working day (shift) or part of it is studied and analyzed, regardless of what this time was spent on. The FRF does not disclose the technology and methods for carrying out the process, but only records its progress.

The purpose of the FRF is to identify reserves for increasing productivity and improving the use of equipment. This is achieved by identifying the feasibility, sequence of certain time expenditures, their measurement, establishing the degree of possible compaction of the workday of performers, eliminating losses of working time and equipment downtime.

The purpose of photography of working time is to identify shortcomings in the organization of labor and production that cause losses or irrational use of working time, to design a more rational distribution of work shift time by categories of time spent, to determine the actual production of products, the rate of its production and the uniformity of work during the shift.

With skillful, widespread and systematic application of the FRF, the head of the enterprise will always have a clear understanding of the work and downtime of workers and equipment, and the causes of lost working time.

By the number of objects of observation, forms of labor organization, etc. FRF is divided into individual, group, brigade, mass, route, multi-machine, target, photograph of the production process and photograph of equipment use(see diagram 2). There is also a distinction between duplicated and picket photography of the working day.

Dubbed Two workers take photos of the working day at the same time. This method is used when visibility of the observed object is limited. Observers work independently of each other and, when finished, compare the results to get the overall picture.

Picket photography of the working day is carried out by several observers who are located at certain points and record the moment of passage of the observed object through this point. This method is most often used when studying the operation of transport, because According to safety rules, the observer cannot travel with the vehicle all the time. During an individual PDF, the observer studies the working time expenditure of one performer working at one workplace or the time of use of equipment during a work shift or part thereof.

The progress of the study of working hours is recorded in a special document - an observation sheet of the individual FW.

The first page indicates the name of the enterprise and the unit being studied, the date of the study, start and end, total duration, last name of the worker, length of service, tariff category, etc.

On the second and third pages, observation data is recorded, on the fourth, the results are analyzed and the time spent is projected.

To simplify the recording and processing of the results of the PDF, the working time costs are indexed:

PZ – preparatory and final time;

OP – operational time;

OS - main time;

B – auxiliary time;

OBS – workplace service time;

OTL – time for rest and natural needs;

ND – time of extraneous conversations;

LT - lack of electricity;

Time reporting is carried out with an accuracy of 1 minute.

Let's consider an example: PDF of a sales manager of a commercial company.

Date of observation: 03/20/1999

Beginning of observation: 8 hours 30 minutes.

End of observation: 17:30

Work: customer service, work with suppliers, analysis of sales volume Working conditions: normal Sales Manager: Novgorodtsev A. A.

Age: 28 years old.

Work experience: 4 years Experience in this job: 2 years.

Attitude to work: conscientious Observer Kuznetsova S. A.

PZ=5+15+3+2=25

OP=20+30+20+10+25+75+5+85+120+18+10=418

OTL=5+60+5+5=75

Processing the observation record is reduced to: determining the duration of each type of work and downtime; putting down letter indices; drawing up the actual time balance.

The duration of each work is determined by subtracting the current time of the phenomenon under consideration from the current time of the subsequent one. The duration of the entire observation is equal to the duration of the shift (at 8 hours - 480 minutes)

Using working time cost indices, the total cost for each type of work and downtime is calculated. This data is recorded in the working time balance.

Based on the planned and actual balance of working hours, indicators of the use and loss of working time are calculated, and conclusions are drawn about a possible increase in labor productivity by eliminating identified losses.

Thus, based on the balance, the coefficient for improving the use of working time is determined. For calculation use the formula:

Purchase = Tek./T emb.

where is purchase – working time utilization factor;

Tek. – possible reduction of wasted time, min.

Tnab. - duration of observation when taking photographs, min.

To seal = (25 – 10) + (418 – 405) + (75-25) + 22 / 480 = 0.20

The increase in labor productivity (LPT) is determined as follows:

Insert formula

Lost time due to reasons depending on the worker (ND) is equal to:

Insert formula

Lost time due to reasons beyond the control of the worker is equal to:

Insert formula

Possible increase in labor productivity by eliminating

organizational and technical problems

losses depending on the worker:

Consequently, by improving discipline, labor productivity will increase by 4%.

by eliminating unproductive work and all lost working time.

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 a 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 equipment. 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 balance of working hours is created. After this, the coefficient of effective use of time resources is determined, 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.

Drawing up is usually the first stage of staff labor standardization and is intended to analyze the structure of working time. At the next stages of standardization, the results of the analysis will be used to determine the composition of normalized operations, develop labor standards and calculate the target number of personnel.

Compilation working time photo cards provides the following stages of work:

• Preparing for observation.


• Actually observing the work process and recording costs in a photo card of working time.


• Processing a working time photo card.


• Analysis of results and elaboration of measures to increase labor productivity, eliminate existing losses and causes of decreased efficiency.

An example of working time photography would be a situation where a time period is carried out to improve the organization of work. In such cases, photography of working hours should be carried out without interfering with or changing established work organization practices. If the purpose of drawing up a photo map of working hours is to determine the current workload of workers and develop plans to increase labor productivity, then the FW is carried out after the implementation of pre-planned organizational measures to improve the efficiency of work processes.

Individual working time photo card example

The object of observation when compiling an individual working time photograph map is one worker at a certain area of ​​work.

The preparation stage for drawing up a photograph of working time consists of familiarizing yourself in advance (the day before the event) with the specific working conditions at the observed workplace.

On the day of observation, the rater must arrive at the workplace of the observed employee before the start of the work shift, and begin filling out the working time photo card exactly at the start of the working day. A regular stopwatch can be used to take measurements.

The standardizer records all the results of observation in the form of an individual photo card of working time:

• What labor actions does the worker perform, their duration;


• The amount of work performed as a result of each labor action;


• Work breaks, their duration and reasons;

Each measurement (action or break) is assigned a special index indicating the category of working time spent.

Example of working time photograph, observation card

An example of a working time photograph card - a summary of the same costs

In the section of the working time photograph card “Cumulative costs of the same name”, the data for each recorded operation is summarized - time costs, indicating the corresponding index.

The next step is to analyze the results of filling out the working time photo card. At this step, the loss of working time is determined, the reasons for the irrational organization of labor are established, and actions are planned to increase labor productivity.

Working time photo map - example of working time balance

As a result of comparing the actual and projected working time balances, the following coefficients can be calculated:

Working time utilization rate:

Equipment utilization rate:

The rate of lost working time due to the fault of the employee himself:

Also, based on the results of the analysis of the photograph of working time, the potential for increasing labor productivity by eliminating irrational operations and wastage of working time is determined:

Analysis of the working time photograph map ends with the preparation of organizational measures to eliminate the causes of decreased labor productivity.

Group work time photo card - example

When performing work with a team of workers, it is advisable to draw up a photo map of working hours in a group format. If the number of people observed does not exceed three people, then the procedure for observations and measurements is the same as when drawing up an individual photograph of working time.

In the case of a larger number of observables, the standardizer may not have time to record all the actions they perform. In such cases, a different method of recording data is used to compile a group photograph of working time.

Example of a group photo card of working hours

The group work time photograph card has a number of columns equal to the number of observed workers. The “Current time” column indicates the sequence of observation intervals (after 1, 2 or 3 minutes). For example, when observing up to five employees, it is advisable to make notes every 1 minute, with 6-10 employees - every 2 minutes, with 11-15 observed people - every 3 minutes. The cells of the table indicate the indices of working time costs: OH - waiting for setup, PR - getting a job, OR - waiting for work, OM - workplace maintenance, RS - machine repair, OPR - being late for work, and so on.

The processing of a group working time photograph card is carried out according to the same principles as the processing of an individual card. A summary of the same costs is compiled, then conclusions are prepared on the actual use of working time and organizational measures are planned to increase labor productivity.

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 or her working 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 starting FRD, it is necessary to determine the goals and job responsibilities of the subjects being studied.
• 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:

• Name of the company, its structural division.
• 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 summed up where the following important points of 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 an effective tool for 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.