The clock is ticking
‘Time is money’ in bodyshops and service workshops. Essentially, these operations buy and sell the time of panel beaters, painters and technicians. A service workshop, for example, might buy one hour from a technician for £10 and sell it to a customer for £40, and make a behalf of £30. (These figures are, of course, notional).
Direct Line Insurance
Buying and selling the time of productives is, or should be, the major source of revenue and behalf in bodyshops and service workshops. Profits from the sale of spare parts; oils and lubricants; paint and materials; and sublet and sundry are all subsidiary to the buying and selling of productives’ time. If you don’t sell time, you don’t sell any of these other things.
Calculating Car Workshop Labour Efficiency
Just as you would take great care when buying and selling a spare part, you have to pay equal attentiveness to buying and selling productives’ time – or even more so, because you cannot ‘stock’ productives’ time. In other words, if you don’t sell their time today, you cannot sell it tomorrow.
Time for sale
So once time is gone it’s gone, whereas a spare part will still be in stock. So it is a good idea to know how much time you have for sale. This would seem pretty simple. If you have six productives, and they are there eight hours every day, unquestionably you have 48 hours for sale? Well, no, you don’t.
For a start, productives might be in the workshop for eight hours every day, but they don’t work on paying jobs for eight solid hours. For example, a customer could come back with a car that you serviced yesterday and complain that it keeps stalling. It will then be requisite for a effective to rectify the problem, and of course you cannot payment the customer for that. If it takes two hours, then you only have 46 hours left to sell, in our example.
Time sold
To complicate things further, you can unquestionably end up selling more than 48 hours. Imagine, for instance, that a vehicle manufacturer’s appropriate time for a major service is two hours and you quote the customer on this basis. If your technician completes the service in one hour (unlikely, we know) then you will still payment the customer for two hours.
If this happened all day long, you could sell 96 hours less the four hours you could have sold if one of your technicians hadn’t spent two hours spent rectifying the motor stalling problem. (It’s four hours because you are selling two hours for every hour worked in this example.) So if your productives could halve the appropriate times all day, that’s 92 hours sold rather than 48 hours.
Three measures of time
What we are talking about here is the three kinds of time available in a bodyshop or service workshop:
Attended time – this is the time that panel beaters, painters or technicians are in the workplace available to work.
Work time – this is the time they spend unquestionably working on jobs that, at the end of the day, a customer pays for. Clearly ‘work time’ does not comprise any time spent rectifying problems, or whatever else they do that does not have a paying customer at the end.
Sold time – this is the time that you payment customers for. It could be the time quoted on an estimate for an guarnatee company, or a menu-priced service.
You could say that ‘attended time’ and ‘work time’ are both ‘real’, because you can almost see them. You can see when a effective is in the workshop, and you can see a effective working on paying jobs. What’s more, you can measure ‘attended time’ and ‘work time’ using a clock.
On the other hand, ‘sold time’ is not ‘real’. You can’t see it, and you can’t measure it using a clock. But at the end of every day you can add up all the time you have sold to customers from your job cards or invoices.
How fast and how long
If you measure attended time and work time, and add up sold time at the end of the day, you can then see how fast and how long your productives have worked while the day.
How fast they have worked is sold hours divided by work hours. In our example, that’s 92 hours sold compared to 46 hours worked, or 200% expressed as a percentage. That is, your productives are working twice as fast as the appropriate time.
How long they have worked is work hours divided by attended hours. In our example that’s 46 hours compared to 48 hours, or 95.8% expressed as a percentage. That is, your productives were working on paying jobs for 95.8% of the time.
Labour efficiency
What we have just worked out as percentages are two ‘labour efficiencies’:
Productive efficiency tells you how fast productives are working compared to appropriate times, or the estimate in the case of a body repair job – how many sold hours they produced compared to the work time it took them to furnish these sold hours.
Labour utilisation (sometimes called ‘selling efficiency’) tells you how long productives worked on paying jobs compared to the time they attended the workplace.
As formulae, effective efficiency and labour utilisation are calculated like this:
Productive efficiency = (Sold Hours/ Work Hours) x 100%
Labour utilisation = (Work Hours/Attended Hours) x 100%
Overall labour efficiency
There is one other measure of labour efficiency and that’s called allembracing efficiency. This is a easy mixture of effective efficiency and labour utilisation, and comes from multiplying them together:
Overall Efficiency = effective Efficiency x Labour Utilisation
Or, other way of finding at allembracing efficiency is as sold hours divided by attended hours:
Overall efficiency = (Sold Hours/Attended Hours) x 100%
How labour efficiency affects profit
Obviously you will make more behalf if you can squeeze more sold hours from the hours your productives attend. We have already said that if you buy one hour from a service workshop technician for £10 and sell it to a customer for £40 you will make a behalf of £30. But if you bought one hour from the technician and then sold two hours, you will make much more behalf – £70.
It is equally safe bet that if you buy one hour from a service workshop technician for £10, and then the whole hour is expended rectifying a come-back job for which you can make no charge, you have lost £10. Less safe bet is that you have lost the opening to sell two hours (in our example), and thus lost the opening to make a behalf of £70.
So the intuit for measuring time in a workshop, and then calculating the labour efficiencies, is very clear. It’s all about profit. And if you don’t measure time and intuit the labour efficiencies, it is unquestionably safe bet you will not maximise profitability because you will not know:
How fast your productives are working as a team and individually, and either they could work faster if they were good trained or had good equipment
How long your productives are working as a team and individually, and how much time they are wasting on work that customers aren’t paying for.
How time is measured
The most basic way of measuring time in a workshop is by using a ‘clock’ which stamps time on a ‘clock card’ for attended time and on the job card for work time. The times are then correlated manually on a ‘daily operating control’ sheet, and the labour efficiencies calculated.
However, computers have largely superseded this basic method, with the ‘clocking’ carried out using barcodes or magnetic swipe cards. The computer then completes all the correlations and calculations instantly.
Typical labour efficiencies for the Top 25%
In new years, the labour efficiencies achieved by bodyshops and service workshops have fallen from what would have been determined the ‘norm’ a decade ago. The reasons for this are complex. Any way the top 25% of franchised dealer bodyshops and service workshops are still achieving cheap levels of performance, typically:
For a bodyshop, effective efficiency averages 106%, utilisation 88% and therefore allembracing efficiency is 93.3% (106% x 88%)
For a service workshop, effective efficiency averages 115%, utilisation 92% and therefore allembracing efficiency is 105.8% (115% x 92%)
For 40-hour attended by a effective in a week, these translate as:
For a bodyshop – 40 hours attended, 35.2 hours working on paying jobs, and 37.3 hours sold or invoiced to customers
For a service workshop – 40 hours attended, 36.8 hours working on paying jobs, and 42.3 hours sold or invoiced to customers.
Why service workshops are usually more labour-efficient than bodyshops
bodyshops are clearly less efficient, but why? Firstly, jobs move between productives in a bodyshop – starting with strip, then panel, then preparation, paint, refit and valeting. usually this means appealing the vehicle physically around the bodyshop, which is far less effective than the level in a bay, job done and level out situation of a service workshop. The ensue for bodyshops is a lower labour utilisation than for a service workshop.
Productive efficiency in bodyshops used to be higher than for service workshops, because sold hours were negotiated with guarnatee assessors – so-called ‘opinion times’. A bodyshop might get 20 hours for a job and the productives would close it in 15 work hours, achieving a effective efficiency of 133%. Nowadays, the times in a bodyshop are set by computerised estimating systems with virtually no room for negotiation or ‘opinion times’.
service workshops, like bodyshops, have seen appropriate times fall, too. But their customer base is millions of motorists rather than a dozen guarnatee companies, so service managers can set whatever times they want – within reason, and of course, subject to competition.
Lost time
Obviously it would be great if you could get away with just paying technicians when they are working on paying jobs, but you can’t. What you unquestionably pay them for is attendance, or ‘attended time’, and they don’t ‘work’ on paying jobs all the time they are attending.
The incompatibility between attended time and work time is ‘lost time’, which is also called non-productive time – the few hours every week that technicians are paid for when they are not working on paying jobs. Three coarse things that make up lost time are rectification of faulty work (‘come-backs’), variety and delivery of cars, and cleaning and maintenance.
In expanding to paying for lost time, you might pay bonus and overtime, and you pay for technicians’ holidays, sick leave and training. Then there is the employer’s offering to National Insurance, and the cost of any perks technicians receive such as pension or condition guarnatee contributions.
It’s tempting to throw all of these payments into the cost of buying the technician’s time in our example and intuit what you might see as the ‘real’ profit. If you did, the cost of buying the hour would probably be around £13, and therefore the behalf falls to £27.
Accounting for time
The facts presented so far would seem to make calculating the behalf when buying and selling technicians’ time quite simple. Apparently all you have to do for any duration – a day, a week, a month or a year – is add up all your labour sales and subtract all your technicians’ costs (including basic, bonus, overtime, holidays, sick, training, perks and National Insurance) to arrive at your behalf on labour.
You can, but it is far good to identify all your technicians’ costs separately in your management accounts, because you can then see how much you are paying them for not working. And by separating these payments to technicians, you can look more closely at the effects of labour efficiency on your operation, either it is mechanical servicing and repair or body repairs.
The following example shows the original format for the management accounts of a service workshop or bodyshop. Here we have taken the results for one technician over 12 months, assuming basic pay of £12 per hour and hours sold out at an average of £60 per hour. Additionally, we have assumed that the technician attends 44 weeks per annum and 40 hours per week, working 37 of those hours with lost time of 3 hours. As a ensue of the technician’s efforts, the workshop sells 42 hours per week (or 1,848 sold hours per annum from 44 weeks x 42 hours), and this is achieved without any overtime or bonus pay.
Management accounts
Labour sales 1,848 hours sold @ £60 = £110,880
Less Technician’s pay for 1,628 work hours @ £12 = £19,536
Technician’s bonus pay (all bonus pay entered if earned) = Nil
Technician’s overtime pay (all overtime entered if earned) = Nil
Gross behalf on labour sales (Labour gross profit) = £91,344
Direct expenses
Technician’s pay for 132 hours of lost time @ £12 = £1,584
Technician’s pay for hols, sick & training (40 days of 8 hours) @ £12 = £3,840
Technician’s National guarnatee and perks = £3,744
Direct behalf on labour sales = £82,176
Labour gross profit
In this original form of management accounts, then, the cost of the technician is divided up into no less than six lines. The first three lines appear level after labour sales, and consist of all pay made to the technician for unquestionably producing work that is then sold to a customer. This includes pay for ‘work time’, and all bonus and overtime pay. Accountants call these the ‘cost of sales’.
By subtracting these three lines from sales, you end up with the gross behalf made from buying and selling the technician’s time – usually called the ‘labour gross profit’. The labour gross behalf is often expressed as a division of labour sales, which in this example comes to 82% (£91,344 divided by £110,880 expressed as a percentage).
The remaining three lines appear in the direct expenses section of management accounts along with the cost of non-productive salaries, apprentices, consumables, courtesy cars, advertising, etc. The idea, as we have said, is to identify what you pay technicians for not working. In this example, the total cost of the technician is £28,704 per annum, and £9,168 is for not working. That is nearly one-third, and a far from unusual proportion!
Dividing up the technician’s pay
The way some of the technician’s pay is divided up is self-evident – bonus, overtime, holidays etc, and National guarnatee and perks. That just leaves the technician’s basic pay, which is divided up according to ‘work time’ and ‘lost time’:
In our example we know the technician attends 40 hours each week and works 37 of these hours, which means that the technician works for 1,628 hours in a year (37 hours x 44 weeks), which at £12 per hour is £19,536.
That leaves three hours of lost time each week, or 132 hours per annum (3 hours x 44 weeks), or £1,584 at £12 per hour.
In fact, this split corresponds to one of the measures of efficiency we discussed earlier – labour utilisation. Labour utilisation is ‘work hours’ divided by ‘attended hours’ expressed as a percentage, or 92.5% in this case (37 hours divided by 40 hours). The split in the management accounts allocates 92.5% of basic pay as the cost of doing the work. The remainder (7.5% of basic pay) – corresponding to the technician’s pay for lost time – is allocated as an expense.
It should now be clear that labour utilisation has a direct bearing on how much gross behalf is effectively produced from selling the technician’s time, and what is paid to the technician for not working.
Calculating labour sales
In our example, the workshop sells 42 hours per week as a ensue of the 37 hours the technician unquestionably works out of the 40 hours attended. We have already seen that the labour utilisation here is 92.5% (37 hours divided by 40 hours). The effective efficiency can also be calculated as 113.5% (42 sold hours divided by 37 work hours), and the allembracing efficiency is 105% (42 sold hours divided by 40 attended hours). All these formulae were covered earlier.
The labour sales in our example are calculated by multiplying the sold hours in a year (1,848 hours) by the labour rate of £60 per hour. In full, this calculation is as follows:
Annual labour sales = 1 technician x 40 attended hours per week x 44 weeks attended per year x 105% allembracing efficiency x £60 per hour labour rate = £110,880
Increased effective efficiency
Now we can have a look at what happens to the behalf on labour sales if labour efficiency increases. Let’s say our technician still works 37 hours out of 40 hours attended, but works faster (i.e. Is more productive) and achieves 43 sold hours. The utilisation is still 92.5% (37 work hours divided by 40 attended hours), but the effective efficiency has increased to 116.2% (43 sold hours divided by 37 work hours) and the allembracing efficiency has also increased to 107.5% (43 sold hours divided by 40 attended hours). The ensue is as follows (and we have assumed again that bonus and overtime are ‘nil’):
Labour sales
1 tech x 40 att. Hours x 44 weeks x 107.5% allembracing efficiency x £60 per hour = £113,520
Less
1 tech x 40 att. Hours x 44 weeks x 92.5% utilisation x £12 per hour = £19,536
Gross behalf on labour sales (Labour gross profit) £93,984
Direct expenses
1 tech x 40 att. Hours x 44 weeks x 7.5% lost time x £12 per hour = £1,584
Technician’s pay for hols, sick & training (40 days of 8 hours) @ £12 = £3,840
Technician’s National guarnatee and perks = £3,744
Direct behalf on labour sales £84,816
A small growth in effective efficiency – just about three division points – has resulted in an extra yearly behalf on labour of £2,640.
Improving labour utilisation and effective efficiency
So far, we have explained how to measure time in a service or body repair workshop, how labour efficiency is calculated, and how management accounts are designed to feature the sources of labour profit. We have shown how effective efficiency affects profitability. Next, we look at the effects on behalf of enhancing labour utilisation, and then both effective efficiency and labour utilisation at the same time.
Increased labour utilisation
Taking the same example discussed earlier, let’s heighten labour utilisation by assuming that our technician manages to work 38 hours out of 40 hours attended instead of 37, while leaving the effective efficiency the same (113.5%) as in the original example. This means that utilisation goes up to 95% (38 work hours divided by 40 attended hours), and even if the effective efficiency is the same at 113.5%, then our technician will furnish 43.1 sold hours (38 hours worked x 113.5%). That is, the technician’s allembracing efficiency has increased to 107.8% (43.1 sold hours divided by 40 attended hours).
The ensue on labour profits is then:
Labour sales
1 tech x 40 att. Hours x 44 weeks x 107.8% allembracing efficiency x £60 per hour = £113,520
Less
1 tech x 40 att. Hours x 44 weeks x 95% utilisation x £12 per hour = £20,064 Gross behalf on labour sales (Labour gross profit) = £93,456
Direct expenses
1 tech x 40 att. Hours x 44 weeks x 5% lost time x £12 per hour = £1,056
Technician’s pay for hols, sick & training (40 days of 8 hours) @ £12 = £3,840
Technician’s National guarnatee and perks = £3,744
Direct behalf on labour sales = £84,816
The improvement, from one extra hour worked per week, is £2,640 in a year.
Do both!
But what would happen if both utilisation and effective efficiency improved at the same time? That is, the technician still attends 40 hours, but works 38 hours at the improved effective efficiency of 116.2% (from Part 2) thereby producing 44.2 sold hours (38 work hours x 116.2%) and hence an allembracing efficiency of 110.5% (44.2 sold hours divided by 40 attended hours). The calculation looks like this:
Labour sales
1 tech x 40 att. Hours x 44 weeks x 110.5% allembracing efficiency x £60 per hour = £116,688
Less
1 tech x 40 att. Hours x 44 weeks x 95% utilisation x £12 per hour = £20,064
Gross behalf on labour sales (Labour gross profit) = £96,624
Direct expenses
1 tech x 40 att. Hours x 44 weeks x 5% lost time x £12 per hour = £1,056
Technician’s pay for hols, sick & training (40 days of 8 hours) @ £12 = £3,840
Technician’s National guarnatee and perks = £3,744
Direct behalf on labour sales = £87,984
The revision is £5,808, multiplied by (say) seven technicians is a sizeable £40,656 extra behalf per annum.
This shows how requisite for profitability only relatively small increases in labour efficiency can be. However, labour profits can also fall just as significantly if labour efficiency falls by an equally small amount.
Hidden lost time
If small improvements in labour efficiency translate into big improvements in labour profits, but any itsybitsy reduction means big falls in profit, then you need to know what levers to pull to make sure you are on the side of big profits. So what’s the secret? Or is it about managing the minutiae?
There’s no secret. The trick is managing every aspect of a workshop. Managers have to do everything they can to make sure technicians, panel beaters or painters are working as fast as potential for as long as possible. In other words, you must do everything to minimise lost time, and contribute your effective staff with every means to support faster working like training, power tools… And even placing safe bet jobs with productives who are the most experienced. If you have a clutch job, then give it to the clutch expert.
But there is one underground worth knowing, and that’s ‘hidden lost time’.
As we have shown, lost time is a killer. But then lost time, if it’s measured at all, is usually about the most safe bet elements such as rectification of faulty work, variety and delivery of cars, and cleaning and maintenance. However, there is a lot more lost time underground away within jobs. Technicians may seem to be working hard, but too often they may be waiting for spare parts at the back counter of the stores. Or a technician may be waiting in line to use a piece of equipment like a wheel alignment rig.
The outcome of ‘hidden lost time’ is a fall in effective efficiency, but labour utilisation is unaffected because you haven’t measured the losses. But, as you have seen, the ensue on profits can be huge. So apart from attending to the safe bet and direct influences on labour efficiency, which work on how fast technicians work (productive efficiency) and how long (utilisation), workshop managers must also attend to whatever that can slow them down when they are supposed to be working.
Calculating Car Workshop Labour Efficiency