You're calculating how much time is realistically saved by each validated opportunity. This measures real time saved, not optimistic estimates.
Step 1: Define the Current Time Cost
For each opportunity, identify:
- The task being improved
- How long it takes today
- How often it occurs (daily, weekly, monthly)
Use end-user estimates, not guesses.
Simple example: Task takes 10 minutes, happens 20 times per day.
Step 2: Estimate the Improved Time
Estimate:
- New time per task after improvement
- Human time still required (if any)
Don't assume zero time unless fully automated.
Step 3: Calculate Time Saved per Occurrence
Subtract:
- Current time − Improved time
Keep the math simple.
Step 4: Scale by Frequency
Multiply time saved by:
- Number of times per day/week/month
- Number of people involved
This shows total time saved.
Step 5: Sanity Check the Numbers
Ask:
- Does this feel realistic to the people doing the work?
- Would this time actually be freed up?
- Is the estimate conservative?
If unsure, reduce the estimate.
What You Should Have Now
✅ Time Savings Table
✅ Time saved per task
✅ Total time saved per period
Quality Check
- Estimates come from real users
- Frequency is clearly stated
- Assumptions are conservative
- Numbers are easy to explain
Next Step: With time savings calculated, you're ready to convert that into FTE equivalents.
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