This is a sample audit of a made-up firm.
TeamTheo
T
Theo
19% of the team's email time. Purchasing, operations and scheduling take 87% of it.
Hours of email
541About 10.4 hours a weekEmails
16,21057 on a typical weekday, 4,052 sentAnswered within a day
81%61% within the hourSent after hours
16%Before 8, after 6 or on a weekendWhen Theo writes
emails sent, by weekday and hour, over the year12a3a6a9a12p3p6p9pMonTueWedThuFriSatSun
FewerMoreBusiest: Friday 10 am, 114 emails
Where Theo's time goes
All areasPurchasing282 h
Operations115 h
Scheduling73 h
Facilities17 h
Finance10 h
Tax8 h
Theo's part in the jobs
hours a year, month by monthWho Theo works with
emails between teammatesHow fast conversations get an answer
1,088 conversations with a replyWithin an hour
66461%
1 to 4 hours
13613%
4 to 24 hours
868%
1 to 3 days
11210%
3 to 7 days
545%
Over a week
363%
Where Supplier order follow-up conversations end
722 conversationsOrder placedSomeone else
34
Confirm the orderRuns on its own
80
Check the delivery dateRuns on its own
189
Chase a late orderYou approve
23
Tell the clientYou approve
17
Delivery arrivesSomeone else
52
Close it in the projectRuns on its own
326
121 of the 722 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 Theo's jobs
Runs on its ownYou approveStays with youSomeone else
| Job | What it needs | Hours | From now on | |
|---|---|---|---|---|
| Supplier order follow-up | A shared record | 104 | ||
| Site visit desk | A shared record | 16 | ||
| Invoice reminders | A shared record | 8 |