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Workload Analysis Most workloads are variable over time and this variation is predictable. We analyse your work to produce man hour calculations in each skill set. For call centres this would be the number of man hours required per call, or for the police this is separated into fixed and variable duties, such as the number of officers per incident per hour. We can assess your historical data to produce trends, averages and extreme situations.

Once we know how many man hours are required from each skill set per job, we then analyse your historical data to predict when jobs arrive and the number of jobs to be completed per time frame. This work is very dependent upon the type of operation involved. In a call centre this will be the call rate, done in half hour or quarter hour segments. For a hospital this could be the number of patients admitted per day. For a factory this would be the number of orders per day. For distribution of products this could be orders and quantity per hour. We can then build up a workload profile based on number of man hours in each skill set for every hour of the year. This can be used to create an optimised shift pattern. We enter the man-hours required each week into a Workload Table. Click here for a free Workload Table template in Excel. This analysis can also be used to test the shift pattern, what would have happened under the new shift pattern during an extreme busy period. This analysis can also tell you why that extreme period was so hectic, was it because the workload was high through internal or external influences or because you had high absence at that time. This way we can help you avoid extreme periods in the future and ensure you always have the correct skills when and where you need them.

The graph above shows how the workload could match the shifts. The blue columns are the number of staff required by the workload. The red columns are the number of staff given by the shifts. We create these graphs to test out shifts, see where we are over or under estimating the workload.

The “Workload Variation During the Day” graph shows how the number of staff on duty could vary during the day. For more information on matching your workloads to the staffing requirements please click here to Staff to the Workload. This page will guide you through the decisions you need to make so that you can match a variable workload to staffing levels.

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