Time and Motion Study: Adopting strategic practices to optimize facility operations.

In any industry, there is an inherent tension between efficiency and effectiveness. Efficiency means doing things in the least amount of time possible; effectiveness means doing the right things correctly. In other words, being efficient often sacrifices effectiveness.

Today, facilities management is beyond keeping a building clean and tidy. It is about optimizing the usage of assets that lead to cost-effective operations in all areas. FM organizations are adopting different strategic practices to optimize their business processes and work standards to meet the clients’ changing needs. Most businesses look for every way possible to optimize costs and increase efficiency to compete more effectively in the market. The use of time and motion study (T&M) is a process improvement strategy used by many FM companies as part of this effort. Time and motion study is an analytical method that monitors operational activities to identify opportunities for increasing productivity or output with the same or fewer resources.

This article will discuss valuable tips to help you implement time-and-motion study principles in your facility management system.

What Is Time and Motion Study?

The term “time and motion study” is often associated with industrial engineering and management accounting, but it is also relevant to other areas, including facilities management. A time and motion study is a method to track and analyzes workers’ activities. A time and motion study aims to see how long it takes to complete tasks and how much effort an individual staff puts into them. The analysis is conducted based on the data they collect in a time and motion study to make productivity improvements. Time and motion study interchangeably refer to work-study, analysis, or job analysis.?

Time and motion study improves workplace processes by measuring how long activities take to complete and how much effort they require from workers. With this information, you can identify redundant tasks or steps that could be automated or removed altogether, reducing the overall number of steps needed to perform a process and making it more effective while simultaneously becoming more efficient.

Why is T&M Important to Facilities Management?

Facilities managers know that operational excellence practices are crucial in ensuring their occupants’ safety and the effective operation of their buildings.

The tools and techniques used in T&M help facilities managers identify areas of:?

o???Process Improvement: Traditionally, managers have used time sheets to measure employees’ time on each task. While this is valuable information, time sheets don’t provide as much detail. Although time sheets give some vital information, a time and motion study goes much further by identifying ways to improve the cleaning and other operational processes.

o???Operational Efficiency for multi-department: A T&M study determines operational efficiency by finding specific tasks that take longer time or higher effort than it should. It can also be an essential part of managing multi-departments.

o???Compliance and Best Practices: T&M is a proven method for optimizing resources, improving productivity, maximizing profitability, and ensuring compliance with organizational standards. Analyzing operations processes with T&M can help facilities managers improve housekeeping staffing, scheduling, and training programs. It can help them see how long it takes to perform specific tasks and how much effort is needed to complete them. This information can help facilities managers determine if their operations are as efficient as they can be.

Application of Time and Motion Study in Facility Management.

Facilities managers work to keep up with and anticipate the constantly evolving landscape of FM practices while managing the day-to-day operations of the building. FM teams feel like they are juggling tasks and getting pulled in multiple directions. Time and motion study application organizes daily operational processes, thereby increasing productivity.?

As a linear methodology typical time-motion study includes the following phases:?

Phase 1: Defining goals?

• Identify and define a goal for operational process improvement. Set targets, and develop a plan and KPIs to measure the progress of set goals.
• Good operational practices are crucial in ensuring their occupants’ safety and the effective operation of their buildings.?
• Identify areas of improvement to the program and other operational processes.
• Define the goals across the Asset Management portfolio and identify work methods for the entire system and each operation.
• Assign a subject matter expert to observe and oversee the program.?

Phase 2: Data collection

• Collect data on a series of ten or more activities for performing one specific job and parameters such as motion, quality of operational practices, staffing, scheduling, training programs, and Standard operating procedures.
• Record all data about the operational activities, how long it takes and how much effort is needed to complete them.?

Phase 3: Data analysis?

• Analyze collected data to identify assumptions about tasks and activities.
• Create a graphic visualization depicting the relationship between assumptions and tasks that facilitates the identification of areas for improvement.
• Observe operational activities along with a detailed recording.
• Summarize results into an analysis for improvement, which can include strategies for better use of space or ways to provide more efficient processes.
• Analyze operating regimes to precisely manage the risks associated with tasks and activities.?

Phase 4: Training

• Create a comprehensive training plan and its execution for continuous improvement and performance enhancement.?
• Conduct ongoing training by identifying specific training needs of individuals.?
• Conduct a feasibility study of in-house training to explore required requests for external training.
• Review or audit training programs with training checklists and Standard operating procedures disseminated to the staff.

?Phase 5: Continuous Improvement

• Enhance operational effectiveness and efficiency by inculcating a work culture of continuous improvement.
• Consistently monitor and control the quality of performance.
• Fulfill the gaps in service delivery and corrective actions.
• Carry out regular performance reviews and maintain a record of discussions.
• Determine success factors or if the above goals need further improvements.
• Use the right mix of Operational Excellence, Global Best Practices, Advanced Technology, and Innovation to achieve the desired goals.?

The Correlation of Time and Motion Study and Six Sigma for performance improvement.

Six Sigma is a well-established methodology used to reduce defects by identifying and quantifying variation. A combination of rigorous analysis and scientific experimentation that manages complex issues improves business processes by reducing cycle times, increasing yields, reducing costs, and improving customer business outcomes.

T&M Study and Six Sigma complement each other as follows:

1) Getting an in-depth analysis of an activity or process and identifying what is causing the variation, and we can make necessary changes to reduce the variation.

2) TMS helps gather data, as it involves direct observation and measurements. On the other hand, Six Sigma is beneficial in analyzing the data, as it involves statistical analysis.

3) Time and motion study is a very effective tool that can be used to improve productivity. Six Sigma is a method of reducing defects and improving the quality of processes.

4) The relationship between time and motion study and Six Sigma is a type of statistical relationship between two variables that link methods to achieve better business outcomes.

?Limitations of T&M in FM

While T&M can be an effective tool for improving operations and maximizing other operational processes, some limitations remain.

o???Accuracy: If the data is not accurate and thoroughly documented, the data from the analysis is ineffective in making changes to improve your operations effectively.

o???Consistency: To allow meaningful comparisons, collect T&M data accurately and consistently over time.?

o???Designing New Techniques: T&M is primarily used to improve housekeeping operations and other operational processes, such as inventory management. It is not an appropriate tool when designing new techniques or a new space.

o???Evidential Data: Finally, T&M can only solve problems evident in the data. Data must be collected over time and consistently to show patterns.

?In conclusion, today’s real estate world is as challenging as the fast-paced nature of rapidly changing and evolving scenarios. The competition among FM companies to capture a more significant share of customers and demand high levels of efficiency and productivity in terms of output and cost is precisely at this point that facilities management comes into play.?

FM is an umbrella term that refers to all activities, processes, systems, procedures, software applications, and people responsible for the oversight, maintenance, repair, and monitoring of a company’s physical space – from its offices to its storage units. Time and motion study plays an essential part in facilities management by calculating productivity, determining if our operating costs are too high or low, and delivering higher standards of operational excellence for our clients.

To learn more about our Integrated Facilities Management solutions, please write to us at [email protected] or visit us at www.denaliassets.co.in