Work sampling: measure where office time goes, quickly

Key takeaways

Work sampling measures where time goes by recording what people are doing at random moments, instead of timing everything. With a few hundred snapshots across two weeks, the share of each activity becomes clear: core work, admin, searching, waiting, interruptions. It is quicker and less intrusive than a full time study and good for spotting where to improve first.

• Random snapshots show the share of time on each activity.
• A few hundred observations over two weeks is enough to start.
• Less intrusive than timing every task.
• Use it to find where to look, then study that task in detail.

What is work sampling?

Work sampling, also called activity sampling, is a statistical method for estimating how time is spent. At random moments, you record which activity each person is doing. The share of observations in each category estimates the share of time. The method is credited to L. H. C. Tippett, who developed it in the British textile industry in the 1930s.

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How do you run a study?

Choose five to eight activity categories. Set random prompts, for example a phone reminder at random times, and at each prompt people note what they were doing. Run it for two weeks. Count the observations in each category and divide by the total.

• 1. Define 5 to 8 activity categories.
• 2. Set random prompts through the day.
• 3. Record the activity at each prompt.
• 4. Run for about two weeks.
• 5. Calculate the share for each category.

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Which categories should you use?

Use categories that separate valuable work from the rest. A common set for office teams is core work, routine admin, customer contact, searching for information, waiting, meetings, interruptions and other. Keep them few and clear so recording is quick and consistent.

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What does a study show?

In an illustrative study of a five-person team over two weeks, 400 observations show 38% core work, 22% routine admin, 14% searching for information, 9% waiting for others, 10% meetings and 7% other. Searching and waiting together are nearly a quarter of the time, which points straight at filing and approvals. Example figures only.

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How do you use the results?

Use the largest non-core categories as your shortlist. Routine admin may be a candidate for a managed team. Searching points to filing and a knowledge base. Waiting points to approvals and handoffs. Then study the specific tasks in more detail before changing them.

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When is work sampling not suitable?

It is not suitable for one-off tasks, very small teams where a simple time log is easier, or when people are uneasy about being observed. Explain that it measures the process, not individuals, and share the results with the team.

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What does this look like in practice?

A pattern we see: a team believes it is overloaded with customer work. Work sampling shows a large share of time goes on internal admin and searching. Moving routine admin to a managed team frees more time than hiring would have.

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Work sampling checklist

Set these up before you start.

• Explain the purpose to the team.
• Agree 5 to 8 categories.
• Set random prompts.
• Run for two weeks.
• Share results and next steps.

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Next step

Tell us about the team whose time you want to understand. We will help you set categories and read the results.