Maximize Everyone’s Time with Efficiency Reports


Management reports are always relevant as they are indicators of transparency across the business. These reports are essential to track the company’s progress, investigate problem areas and gain insight into common workplace issues. Part of a management report should always include efficiency reports – conducted at least every quarter to gauge overall employee productivity.

Understanding workplace efficiency

“Efficiency” refers to the highest level of performance that uses the fewest resources to produce the most output. For workers to be proficient, they need to use fewer resources (including their own time and energy).

The ratio of useful output to total input is used to assess a person’s efficiency. Increased efficiency reduces the overall amount of time, energy and cost while still getting the job done.

For an easy starting point, TimeTrack Timesheet does the work of tracking and evaluating how each employee spends their time. TimeTrack automatically creates a timesheet out of the time employees have worked. The timesheet can be downloaded as a PDF, CSV or Excel. Once the working hours model is all set up, TimeTrack takes care of the rest.


TimeTrack: Timesheet and a terminal clock

With this information, it’s simpler to pinpoint constant time-wasters and distractions, which almost always affect productivity and efficiency. Employees must take a systematic approach to be most productive at work. This approach is easier to implement by learning excellent time management techniques.

Improving efficiency has a lot to do with smart working. This method improves the overall output by using the same amount of resources – just more efficiently and with better results, such as more sales, revenue and improved client satisfaction.

Shareholders want companies to move faster and be more open with data, so we need to find better reporting methods. This is especially important for management reporting on finances. Where data must be shown clearly, everyone should justify the time spent on a task or project. This will lead to reliable, coherent data.



What are efficiency reports?

All team members (including managers) must know how to manage their time, set priorities and have a solid understanding of their work deliverables. 

Remember, efficiency refers to how quickly an employee might work or how much they get done, whilst productivity is more concerned with the results of the task.

A company’s most efficient employee might finish nine of ten tasks, while the most productive employee might complete only six with optimal results.

As a manager, it’s important to push your team to improve both efficiency and productivity.

An efficiency report shows data on how many tasks were finished on time, how many were late and how long it took to finish each. The report indicates the most efficient workers, their slower counterparts and which projects have siphoned the most time and resources. 

When a company places work efficiency at the top of its reporting roster, it usually means that management are trying to reduce the amount of money, human labor and resources needed for the desired output.

“Efficiency” and “productivity” are often used the same way in this situation.

In general, a work efficiency report is a birds-eye view of how inputs and outputs relate to improvement.

Types of efficiency reports

Static efficiency report

  • This report consolidates the company’s current resources. For instance, a manager might not have enough money to hire new people. But they could move tasks around amongst the current employees to promote efficiency.

Dynamic efficiency reports

  • It involves reports on factors like how firms might increase efficiency by acquiring additional resources while incurring a minimum cost. This is more important to most HR executives than static efficiency.

The value of efficiency reports

What to include on a work efficiency report?

  1. Quality of work and efficiency

The quality of the job performed is an important indicator of efficiency. Are employees working as efficiently and effectively as possible to get good results? Are our goals being met? The other parts of their performance can be judged by how well their work is done.

  1. Speed and efficiency

How does your worker do in an average week, month, quarter, or year compared to what you expected? Are deadlines met, is a lot of progress made, or is time wasted? Are people taking shortcuts to get work done quickly? Efficiency means getting the most work done for the least amount of money and time.

Company growth is like conquering Mount Everest. You should always have a good plan with which to start. With monthly planning, you can go from being flat-out busy to efficiently on top of tasks.

  1. Longitudinal reporting of efficiency

The true value of gauging employee efficiency is in longitudinal reporting. Calculating efficiency over time in reports can help pinpoint ways to re-organize staffing or add or remove employees based on the company’s business volume.

This is where attendance tracking is valuable. TimeTrack Attendance Tracking allows managers to clearly gauge employee working hours, tracked against their employment contracts. An employee’s long-term productivity can also play a role in merit bonuses and promotions. Predictive modeling can also be helped by scoring how coherent something is.


TimeTrack Attendance Tracking

  1. Revenues and approximate costs

This part of the report figures out how much money is made per FTE (full-time equivalent). This number gives a rough idea of how much each worker makes. When there are many employees but not much money coming in, the ranking is worse than when there are few employees but a lot of money coming in. Furthermore, this metric can be used to benchmark businesses.

  1. Human capital efficiency

Human capital is important in making a business more productive and structured. It is also one of the most important factors in implementing business strategies. A value-added intellectual co-efficient (VAIC) model measures the value added by tangible and intangible assets by looking at the efficiency of human capital, structural capital and capital employed.

Time tracking for work efficiency reporting

We often produce high-quality work when in a state of deep focus. Time tracking improves cognitive performance by allowing you to:

Stop multitasking

Mapping out daily activities helps employees handle this infamous productivity killer. Examine how frequently employees switch between tasks and how many tasks they complete each day. Time investments also affect success. Time chunking helps one achieve goals and establish an effective action plan for a better outcome.


Monitor deep work

Monitoring and reporting the quantity of deep work that employees complete in a week is a good indicator for gauging efficiency.

Identify peak efficiency

Each employee has a unique chronotype that influences their daily cognitive performance. Time monitoring can show you when they work best. This in turn, allows you to plan the most critical or toughest tasks for these times.


Efficiency has a lot to do with spotting common stumbling blocks and implementing better time management strategies. It’s just as important to understand efficiency gaps as it is to focus on sales and profits. Many elements influence your company’s overall performance.

With efficiency reports, you’ll always be able to judge the work output and make robust decisions.