Learn how to calculate workload based on government regulations by multiplying work hours and workdays. Get measurable and effective results—read more here.
Accurately calculating employee workload is essential for maintaining both productivity and employee well-being. Unmeasured workload can lead to stress, reduced performance, and high turnover. In today’s competitive business environment, managing workload effectively is key to operational efficiency. This article explains the proper methods for calculating workload based on official regulations and practical applications.
Check out the full explanation below!
Workload Calculation Based on Official Standards
According to Indonesia’s Ministry of Finance Regulation No. 175/PMK.01/2016, the effective working time per employee is 6 hours and 25 minutes per day—or approximately 6.4 hours. You can calculate the effective workload using this simple formula:
Workdays × Working Hours = Effective Workload
Let’s use a practical example. If a company sets 22 workdays in a month, the calculation would be:
22 days × 6.4 hours = 140.8 hours per month
This number serves as a baseline to assess whether the assigned tasks align with the available working time.
For instance, if an administrative staff member handles 10 tasks with a total estimated workload of 160 hours per month, then they are overloaded by:
160 hours – 140.8 hours = 19.2 hours
This means the employee may need support or have some of their tasks reallocated. Conversely, if the total workload is only 110 hours, there’s an excess of 30.8 hours that can be optimized—either by adding responsibilities or redistributing tasks from overloaded coworkers.
Read Also: 3 Effective and Objective Ways to Evaluate Employee Performance
3 Common Methods for Analyzing Employee Workload
Different analysis methods can be used depending on the company’s scale and job nature. Here are several popular approaches:
1. Standard Time Method
This method involves observing and recording the time needed to complete a task under normal conditions. This becomes the standard time. Multiply it by the number of tasks performed daily or monthly, then compare it with the employee’s available time. This method is best suited for repetitive tasks, especially in manufacturing or operations.
2. Job Analysis Method
This approach reviews detailed job descriptions. Each listed activity is assessed for complexity and completion time. Commonly used in administrative or managerial roles with less repetitive tasks.
3. Quantitative Workload Method
This method gathers data on work volume, such as the number of emails to answer, documents to process, or customers to serve per day. This data is then compared with actual working time to determine whether the employee is overloaded or underutilized.
By combining these methods as needed, companies can gain a holistic view of their workforce’s workload distribution.
4 Key Benefits of Calculating Employee Workload
Workload assessment is more than an administrative task—it’s a strategic move that balances productivity and employee well-being. Here are some key benefits:
1. Improved Employee Productivity
Knowing the ideal workload allows for smarter task allocation. Employees who are not overloaded tend to be more focused, efficient, and produce higher-quality work, boosting overall company performance.
2. Preventing Burnout and Maintaining Mental Health
Burnout is a growing concern. Regular workload checks help detect overload early, allowing for task redistribution or additional hiring if needed.
3. Accurate Recruitment Planning
Rather than guessing when to hire, workload analysis offers concrete data. If workloads exceed capacity, it’s a clear signal to open recruitment backed by actual need.
Read Also: 6 Effective Strategies for Employee Performance Appraisal
4 Ways to Address Excessive Workload
Once a workload issue is identified, companies should take corrective action. Here are some practical solutions:
1. Task Evaluation and Redistribution
Start by reviewing all assigned tasks. Are they all necessary and appropriate for the employee? If not, redistribute tasks to colleagues with more capacity.
2. Utilize Technology Support
Automation can significantly reduce manual workload. For example, data entry can be streamlined using project management software.
3. Employee Training and Development
Sometimes, workload feels overwhelming because employees haven’t yet developed optimal skills. By providing training programs, companies can improve efficiency and shorten the time required to complete each task.
Managing excessive workload is certainly not easy, but with a systematic approach, businesses can maintain a balance between achieving their goals and protecting employee well-being.
4. Recruitment or Outsourcing
If the workload has clearly exceeded the capacity of existing employees, hiring additional staff becomes the only viable solution. Companies may consider using outsourcing services to save time and reduce operational costs.
With outsourcing, businesses can immediately gain access to trained, job-ready personnel without having to handle the selection process and administrative setup from scratch.
Read Also: 5 Strategies to Recruit High-Quality and Professional Employees
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