This is a sample audit of a made-up firm.
TeamMaya
M
Maya
The centre of the team's internal mail. 22% of the team's email time. Operations, people and HR and sales take 68% of it.
Hours of email
612About 11.7 hours a weekEmails
19,84072 on a typical weekday, 5,357 sentAnswered within a day
77%52% within the hourSent after hours
15%Before 8, after 6 or on a weekendWhen Maya writes
emails sent, by weekday and hour, over the year12a3a6a9a12p3p6p9pMonTueWedThuFriSatSun
FewerMoreBusiest: Friday 9 am, 121 emails
Where Maya's time goes
All areasOperations316 h
People and HR54 h
Sales45 h
Marketing34 h
Legal29 h
Finance28 h
Maya's part in the jobs
hours a year, month by monthWho Maya works with
emails between teammatesHow fast conversations get an answer
1,332 conversations with a replyWithin an hour
69452%
1 to 4 hours
19415%
4 to 24 hours
13610%
1 to 3 days
17513%
3 to 7 days
836%
Over a week
504%
Where Site visit desk conversations end
234 conversationsVisit requestedSomeone else
30
Find a timeRuns on its own
39
Confirm with everyoneRuns on its own
104
Move the visitYou approve
32
Notes after the visitStays with you
30
41 of the 234 conversations are a single email. Single-email system notices end at their only step, so a tall bar on an alert step is expected.
What could change in Maya's jobs
Runs on its ownYou approveStays with youSomeone else
| Job | What it needs | Hours | From now on | |
|---|---|---|---|---|
| Site visit desk | A shared record | 48 | ||
| Quote first drafts | One routine | 30 | ||
| Supplier order follow-up | A shared record | 19 | ||
| Invoice reminders | A shared record | 18 | ||
| Permit status checks | One routine | 12 | ||
| Weekly client update | One routine | 12 |