Audit of work organisation and use of resources
Audit of work organisation and use of resources
Your people, tools and systems have potential - make sure you are using them really effectively
Are your employees performing tasks that actually add value to the company? Are machines, tools and systems being used with their heads - or are they working 'somehow, because they always have'?
In the day-to-day pace, it is easy to overlook that many resources - people, technology, time - are operating below their capacity. And sometimes even ... not at all in the direction they should.
Audit of work organisation and use of resources is a process that takes a close look at how your business really works. We diagnose the use of potential people, technology and working time. We look at where losses occur - related to inefficient organisation, unclear division of responsibilities, lack of standards or communication shortcomings.
Audit of work organisation and use of resources - examples from practice
- IT company - The senior developer was spending 40% of time on manual testing, which could be carried out by a junior tester. By reorganising the tasks, the productivity of the team increased by 25%, without the need for additional hires.
- Production facility - The CNC machine was only used for 45% of the time due to material shortages and downtime for tool changes. Better planning and bench preparation increased utilisation to 78%.
What do we diagnose?
- Whether employees are carrying out tasks in line with their competences and roles.
- How machines, systems, applications and technologies are used.
- Where time and energy are wasted - through unnecessary action, waiting, duplication of work.
- What the organisation of the working day looks like - individual, team and process.
- Are there clear standards and a clear division of responsibilities.
- How information flows work - between people, departments and systems.
We don't judge people - our aim is not to settle, but to regain potential. We show where resources are really running away and how to get them back through better management, clear communication and realistic expectations.
Tools
What tools do we use?
- 5W+1H (Who, What, When, Where, Why, How) - we look at actions and roles from multiple perspectives.
- Gemba Walk - we observe work where value happens.
- Time study and work cycle analysis - we measure the real time of tasks, we identify losses.
- OEE (Overall Equipment Effectiveness) - we assess the efficiency of machines, tools and workstations.
- Workload analysis - we check who is overloaded and where there are reserves or unused capacities.
Audit of work organisation and use of resources
What does the audit process look like?
- Brief and objectives - together we determine what the audit concerns: department, job, system or line.
- Observations and discussions - we conduct a Gemba Walk, analyse the working day, review tools and reports.
- Data measurement and analysis - we collate actual times, standards, utilisation rates and load factors.
- Report and recommendations - we provide concrete conclusions and proposals for change.
- (Optional) Implementation workshop - together with the team, standardise the work and introduce new rules or division of roles.
What do you gain?
- A clear picture of how your resources are used in practice: people, time, tools and technology.
- Identifying overloads or underloads - in teams, systems and processes.
- Practical tips on how to organise your work so that it is clear, efficient and valuable.
- Opportunities to increase efficiency without investing in new tools or posts.
- Less chaos, unnecessary emails and eternal questions: "and who was supposed to do it?".
Audit of work organisation and use of resources
Who is the audit for?
- Companies where teams are overstretched and results are still not increasing.
- Organisations using a number of tools and systems, but with no assurance that they are working well.
- Leaders who want to understand what is really going on in the team - not just from reports.
- Boards that want to make investment decisions based on hard data about load and efficiency.
Is this audit a form of staff appraisal?
Definitely not. Our focus is on the system, not on individuals. Our aim is to improve organisation and efficiency, not to judge people.
What does data collection look like?
We observe the work at Gemba, analyse reports, conduct interviews and collect data on working time, tools and flows.
What if we already have many tools and systems in place, but still have chaos?
This is precisely one of the most common reasons to carry out an audit. We will check whether they are being used optimally and where overloads or gaps are occurring.
Can I carry out this audit for just one department?
Yes - the audit can relate to a specific team, such as sales, IT or production. We operate flexibly.