Understanding Employee Productivity with Insightful helps Admins customize how they want to measure productivity to fit the specific needs and goals of their organization or industry.

With options to adjust what actually falls under productive time and how it is measured and by exploring different ways of employee Utilization calculation, Admins can research what their organization's employee utilization is like under different scenarios which allows them to better understand and enhance it.

To calculate the utilization score go to the Settings → Utilization tab.

As an Admin, you can create a custom formula for the calculation of employee utilization.

Utilization score percentage = (Sum of activities that you consider productive/tracked time based on your requirements) x 100%

The following sections will provide a more in-depth explanation of the numerator and denominator components of this formula.

In the numerator of the formula, you can define what you consider as a productive activity. You can choose from one or all of the following options:

In the denominator of the formula, you can choose what you'd like to measure productive activities against. You can select from one of the following options:

In the Utilization tab, the screen only displays the formula currently used by the organization. Other formulas are accessible by clicking the Change button. The Change utilization formula dialog provides brief descriptions of each formula along with recommendations for suitable organizations.

In this scenario, when assigning expected productive time, you will be prompted to fill in the number of hours and minutes, as well as the threshold option.

Fixed hours allow you to establish a set number of hours per day that you expect your employees to work productively. For example, if your goal is to achieve 6 productive hours per day, you can use this value as the denominator in your formula. It serves as your benchmark for measuring your utilization goal, indicating how well you've performed relative to your expected target.

Set the minimum amount of time an employee needs to be clocked in for Insightful to recognize it as a workday.

This functionality distinguishes whether an employee is scheduled to work or if it’s a non-working day for them. Incorporating clear definitions of workweek and non-working days into our system is essential for delivering accurate and reliable utilization percentages.

By defining non-working days, such as weekends, at the organizational level, you ensure the system accurately differentiates between workdays and days off.

Selecting working days helps in identifying days your employees are supposed to be working thus enhancing attendance tracking accuracy. This distinction is crucial for calculating Fixed Hours on Any Day, offering an option to exclude non-working days from the utilization formula, resulting in more meaningful data analysis for management.

The Time Off feature helps determine whether an employee is scheduled to work or has a personal time off. All personal time off needs to be added manulaly or imported through CSV into Insightful. Here's how it impacts utilization calculations:

A full day off is treated as a non-working day, and utilization is not calculated for that day. However, if the employee worked during their scheduled Time Off, that productivity is recorded and factored in when analyzing a longer time period.

For partial days off, such as working 4 out of 8 hours, the expected productivity is adjusted accordingly. Metrics are based on the hours worked, reducing expectations proportionally. For example, all metrics are divided by 4 instead of 8, reducing the expectations for the hours taken off.

This applies to days when an employee worked below a set threshold (e.g., 5 or 15 minutes), and those days are excluded from utilization calculations over longer periods.

This is particularly useful for:

This approach ensures accurate utilization, even when Time Off data is incomplete or unavailable.

Since the organization expects to get zero utility out of that Employee on the weekend, utilization will not be shown, it will be N/A even though we are recording that activity, and take it into account when looking at percent over longer time periods.

If an admin activates the Fixed Hours for Any Day calculation and sets organizational working days, employees who put in extra work over weekends may have a higher utilization percentage compared to colleagues who didn't work on non-working days. This is because the calculation excludes non-working day activity from the divisor, potentially inflating the utilization percentage for those who did work on those days when viewed over a longer period.

Utilization calculation based on scheduled shifts involves measuring how efficiently work is being completed during scheduled shifts. Therefore, before switching to this calculation, make sure you have scheduled shifts.

The scheduled hours represent the expected working hours according to the schedule you set for employees.

We offer an option to consider or exclude hours worked outside of scheduled shifts. When calculating employee utilization, you have the flexibility to choose whether to count or disregard these extra hours.

If you choose to include extra hours, the calculation considers both scheduled hours and hours worked outside regular shifts. We allow clocking in up to 120 minutes before a scheduled shift and clocking out up to 120 minutes after a scheduled shift.

Example 1: If an employee is scheduled for 6 hours on Wednesday but works 8 hours, their utilization percentage will be 133%, which can help identify overperformers.

Example 2: If an employee works beyond their scheduled hours or on weekends (assuming there are no scheduled shifts during those days), the utilization percentage will be 100%.

When this option is disabled, the calculation only considers scheduled hours. In this scenario, the maximum utilization that can be achieved is 100%. Any work done outside scheduled hours is not factored in.

Active time consists of Productive Time + Neutral + Unproductive + Unlabeled + Manual Time.

This utilization assessment determines whether what you are actively working on is indeed productive. Simply put, it involves dividing productive activities from all activities.

The calculation of this utilization score takes into account the natural flow of work and the inherent presence of idle times during working hours. Therefore, the calculation excludes both idle time and break time.

Work time consists of Active Time + Idle Time + Manual Time + Break Time.

Work time is calculated by factoring in not only total Active time, but also Idle time and time spent on Breaks. If your business or industry is sensitive to the influence of Idle time and breaks on overall productivity, then this utilization score calculation is well-suited for you.

During the customization process, the calculation example will update automatically to show you the results of the selected settings.