# The cost of time

A few days back, an email was sent to our ‘allstaff’ mailing list inviting us to join in a bocce tournament. This took me a bit of time to digest, not least because I felt impelled to look up what ‘bocce’ means (it’s an Italian variant of pétanque, if you are interested). I guess this took a couple of minutes of my time in total. And then I realized I was probably not alone in this – that over a thousand people had also been reading it and, perhaps, wondering the same thing. So I started thinking about how we measure costs.

### The cost of reading an email

A single allstaff email at Athabasca will likely be read by about 1200 people, give or take. If such an email takes one minute to read, that’s 1200 minutes – 20 hours – of the institution’s time being taken up with a single message. This is not, however, counting the disruption costs of interrupting someone’s train of thought, which may be quite substantial. For example, this study from 2002 reckons that, not counting the time taken to read email, it takes an average of 64 seconds to return to previous levels of productivity after reading one. Other estimates based on different studies are much higher – some studies suggest the real recovery time from interruptions to tasks could be as high as 15-20 minutes. Conservatively, though, it is probably safe to assume that, taking interruption costs into account, an average allstaff email that is read but not acted upon consumes an average of two minutes of a person’s time: in total, that’s about 40 hours of the institution’s time, for every message sent. Put another way, we could hire another member of staff for a week for the time taken to deal with a single allstaff message, not counting the work entailed by those that do act on the message, nor the effort of writing it. It would therefore take roughly 48 such messages to account for a whole year of staff time. We get hundreds of such messages each year.

### But wait – there’s more

Email is just a small part of the problem, though: we use a lot of other websites each day. Let’s conservatively assume that, on average, everyone at AU visits, say, 24 pages in a working day (for me that figure is always vastly much higher) and that each page averages out at about 5 seconds to load. That’s two minutes per person. Multiplied by 1200, it’s another week of the institution’s time ‘gone’ every day simply waiting to read a page.

And then there are the madly inefficient bureaucratized processes that are dictated and mediated by poorly tailored software. When I need to log into our CRM system I reckon that simply reading my tasks takes a good five minutes. Our leave reporting system typically eats 15 minutes of my time each time I request leave (it replaces one that took 2-3 minutes).  Our finance system used to take me about half an hour to add in expenses for a conference but, since downgrading to a baseline version, now takes me several hours, and it takes even more time from others that have to give approvals along the way. Ironically, the main intent behind implementing this was to save us money spent on staffing.

I could go on, but I think you see where this is heading. Bear in mind, though, that I am just scratching the surface.