Workload analysis, often abbreviated to ABK, can potentially benefit a company in many ways. This method is not only useful for managing a company’s overall workload but can also increase the level of employee motivation. In order for the company to achieve its various business goals, is it pertinent for the company to apply HR management strategies. This is important, considering that HR is arguably the most valuable asset of the company. They have the skills, knowledge, energy, and time for the company they work for so that the company can more easily achieve its business goals.
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It is important to know that HR management is a system that functions on a formal basis and is used for managing the company’s overall manpower. When doing so, the HRD team will usually implement various strategies to ensure that the company can achieve its goals with its human resources. One of the strategies they implemented was workload analysis. With this method, the workload in the company can be known so that employees can work effectively and efficiently.
What is Workload Analysis?
Definition of “workload”
Before we explain what workload analysis is, it’s good if we first understand what the workload itself means. Broadly speaking, the definition of workload is the amount of work assigned or expected to be completed from an employee in a certain period of time.
Such workload has an influence on employee work motivation, fatigue, individual stress, employee performance and job satisfaction, as well as turnover intention. This happens because the workload of employees who are too heavy will make employees feel overwhelmed so that employee satisfaction decreases and results in high turnover.
On the other hand, when the workload is balanced with the time and energy owned by employees, it can bring various positive impacts ranging from maintaining employee work motivation, increasing employee satisfaction, and much more. Therefore, workload analysis is required.
Definition of workload analysis
Workload analysis is a management technique that is carried out systematically to obtain information about the level of effectiveness and efficiency of the company’s work based on the volume of work. This method is used to calculate the workload of a position/sub-position and calculate how many people need to fill the position/sub-position.
Many companies conduct workload analysis to obtain comprehensive data related to how large the relative workload of an employee, job, position, division, branch, work unit or the company itself. Through this workload analysis, companies can determine the amount of time and the amount of human resources needed to complete a job. That way, the availability of human resources both in terms of quality and quantity can be more in line with the demands of the company’s needs.
Benefits of Workload Analysis for Enterprises
There exist various benefits that companies can receive when they run workload analysis methods. Here are some of them:
- Can determine the standard amount of labor that the company needs.
- Data can be taken into consideration when making decisions related to the addition, subtraction, mutation, or promotion of labor in a division of the company.
- To determine the development of the employee’s career path because the company can set the number of standards for its workforce and its structure.
- Useful for creating SOPs related to work activities, duties, and also positions in a company.
- Allows the determination of ideal time standards or deadlines for a variety of tasks
- Allows the better assistance within the process of assessing employee performance. This benefit can be obtained because with workload analysis, the company will conduct studies such as how much time it takes employees to complete the tasks charged.
- Allows the more effective measurement of employee needs.
Aspects in Workload Analysis
When conducting a workload analysis, the company will assess or consider various aspects as follows.
1. Working time norms
The norm of working time is the ideal or reasonable amount of time that is used effectively by employees to be able to complete a certain job. Please note, this aspect of working time is relatively fixed and not capricious. Therefore, when the company has set a standard working time, the human resources in it must follow it.
However, there are some conditions under which working time will change. This usually happens due to several factors such as changes in company policies, changes in equipment, organizational changes, and changes in the quality of human resources.
2. Work volume
Work volume is a set of tasks or work that must be completed within a certain time. In a company, the work volume of each division will be different or not fixed.
3. Effective working hours
The next aspect of workload analysis related to the effective working hours of employees is the working hours that must be used by employees to carry out their duties. These effective working hours are the number of formal working hours minus the work time lost due to non-working labor such as resting, eating, worshipping, going to the bathroom, or others.
Methods in Workload Analysis
To perform this workload analysis, there are several methods used. Here are those common methods.
1. Question list method
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In this method, an in-depth and open arrangement or list of questions is needed. The question can relate to things like the elaboration of the duties of each individual. In addition, the list of questions also has a correlation with the upcoming task.
2. Interview method
The next method is carried out by interviewing the intended employee. It is necessary to know that this method is also divided into 2 types of interview techniques, namely:
individual interviews where workload analysis is conducted more personally.
Group interviews are interviews conducted on groups of employees who do the same type of work, as well as with their supervisors or team leaders.
3. Direct observation method
This method of analysis is carried out by making observations directly. When making this observation, the company will analyze how the employee can do his job well. Companies can also use various tools such as the HRIS application so that observations can be made more accurately.
HRIS Applications within in the Workload Analysis Process
HRIS application is software that provides so much functionality to simplify the HR management process. You can also take advantage of this application to help analyze workloads so that they can run more effectively and efficiently.
One example of an HRIS application in Indonesia that you can rely on is Dokodemo-Kerja. Some examples of Dokodemo-Kerja features or functionality that you can take advantage of such as the work hour tracker feature. Through this feature, companies can find out how many hours employees work, how much time is used to rest, total overtime hours, and others. This information will certainly be very useful for calculating the effective working hours of employees.
In addition, Dokodemo-Kerja has also provided task management features. This feature will show how much time it takes employees to complete the task. That way, you can find out the workload of each division in the company.
Then to help monitor work, the application is also equipped with a GPS tracker and screen monitoring. This feature will help the company to monitor the activities carried out by employees during working hours. Even so, this application will still maintain the privacy of your employees.
Not only that, Dokodemo-Kerja also has an online attendance feature. If your company wants to apply remote work system policies or WFH, this application will be very useful in recording employee attendance lists. The data presented is real-time data and the system will also present a list of employees who are late for work. This information can also be used to assess the performance of employees in your company.
Please contact the Dokodemo-Kerja team to find out more information about this HRIS application. You can also try the demo version to find out how this application works.