How do I estimate the time a small improvement saves?

Multiply the minutes saved each time by the times per week and by the number of people who do the task, then divide by 60 for hours. Saving 30 minutes, five times a week, for one person is 2.5 hours a week (our illustration). The tool assumes the same saving every time and 48 working weeks a year. Both are our assumptions, not official figures, so change your inputs if your team works differently.

What should I measure before I trust the answer?

Time one real run of the task before and after the change, a few times if you can. A saving you measured is a better input than one you hope for. Count only the minutes that actually disappear: a task that is faster but still needs the same checking saves less than it seems.

Does saved time turn into saved money?

Not automatically. Hours saved are only worth something if they go to work that matters, or if the task was costing real overtime or temporary help. Treat the result as an estimate of capacity, and decide separately what you will do with it. Our guide to choosing your first AI workflow shows one way to pick the task to simplify first, and writing a process people use covers how to make a change stick.

What does this calculator not do?

It does not measure anything, check your inputs against any standard or predict a saving: it only multiplies the numbers you enter. It leaves out the time to set up the change, train people and fix mistakes, it does not count leave, part-time hours or busy and quiet weeks, and it does not turn hours into money.

How many weeks does the calculator use in a year?

48 working weeks. That is our assumption, chosen to leave some room for leave and public holidays, not an official figure, and it only affects the yearly figure.

Will the calculator tell me how much I will save?

No. The result is only as good as your estimate of the minutes saved, how often the task happens and how many people do it, and it promises no saving.

Does the calculator include the cost of making the change?

No. Subtract the time it takes to set up the change, train people and fix mistakes before you compare it with the hours saved.

Is anything I type sent anywhere?

No. The sum is worked out in your browser.

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