Office Workload and Staffing Capacity Report

An FTE is calculated by dividing the total hours required to complete a set of tasks by the standard hours of one full-time worker, which is typically 40 hours per week or 2,080 hours per year. For example, if your team's administrative tasks require 80 hours of labor per week, you need exactly 2.0 FTEs to cover the workload. This standardizes your capacity metrics regardless of whether your team consists of part-time or full-time staff.

Shrinkage is the percentage of paid time that employees are unavailable to perform their primary productive tasks due to breaks, meetings, training, or paid time off. In standard office environments, a realistic shrinkage rate ranges between 15% and 25% of the workday. Failing to build this buffer into your calculations will inevitably result in a staffing plan that leaves your team permanently understaffed.

Use structured activity logs over a representative two-week period rather than continuous, invasive tracking. Ask employees to log broad categories of tasks in 30-minute blocks rather than accounting for every single minute. This collaborative, time-bound approach yields highly accurate data while maintaining workplace trust and high team morale.

Yes, this report isolates highly specialized tasks from routine, repetitive admin work to clarify your outsourcing potential. If your capacity deficit lies in standardized, repetitive tasks like basic data entry, outsourcing is often the most cost-effective path. If the workload gap is in core, relationship-driven office operations, hiring a dedicated internal FTE is the recommended solution.