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Masooma Memon

How to Create a Bench Report in 3 Simple Steps

Achieve optimal resource utilization by creating a bench report. We'll show you how (spoiler alert: we've made it super easy!)

Keeping tabs on available resources can involve a lot of back and forth as you double-check remaining work hours with employees.

This makes things not only frustrating but also time-consuming. And ultimately, this can lead to poor utilization rates and hiccups operational efficiency.

Thankfully, making a bench report — also known as an availability report — can save you time and make resource planning easy. 

What is a bench report?

As its name suggests, a ‘bench’ report refers to a report featuring your employees’ (contract or full-time) availability during a specific duration (weekly, monthly, or quarterly).

More simply, it’s a report that tells you employee bench time or how many people are on the ‘bench,’ waiting for work to be assigned.

Knowing this detail is critical for efficient resource allocation and optimization, in that you assign work to the right people who have the time to take on new project(s).

The report also ensures you’re optimally using resources — never over- or under-utilizing them. In turn, this helps improve your utilization rate as well. 

Why bench reports are a useful tool for resource management

Bench reports assist in several ways including:

Efficient resource planning

A bench report gives you an easy-to-read snapshot of employee availability.

Instead of reviewing individuals’ capacities one by one, you can simply leverage specific filters (if you’re using a resource management software) to see who is available for work and assign projects accordingly.

By showing you these employees’ total work hours (as specified in their contract), and remaining hours, the report speeds up resource allocation.

Optimal capacity utilization per individual

An essential aspect of improving employee satisfaction and maximizing business resources is using all employees to their optimal capacity.

Without insights into available work hours, it’s common to assign more work to certain employees while others remain on the bench or are under-used.

For overworked employees, this workload imbalance often contributes to burnout. In contrast, under-utilized individuals become disengaged at work.

When left unaddressed, these concerns breed more challenges for an organization. These include reduced employee engagement and an unhealthy work culture that promotes overwork. 

Not to mention, inefficient resource utilization can also contribute to poor employee retention.

Improve utilization rates across the board  

As you assign work using bench reports, you can start utilizing employees at an optimal rate.

When using a robust resource management platform like Runn, in particular, the software calculates employees’ total available work hours by subtracting their time off hours from their contracted hours (hours available to work per their contract).   

This ensures you improve resource utilization rate without risking employee burnout as you assign work only for actual available hours — not hours when individuals are due time off, or work that exceeds their contracted capacity.

The best part? Availability reports are quick and easy to make in Runn — let’s show you how in the next section.

Further reading ➡️ Resource Optimization Explained for Beginners

How to create a bench report

Runn makes it simple to make bench reports as you only need to apply a few filters to your People Explorer report to turn it into an availability report. 

Step 1: Open your People Explorer report

You’ll find the People Explorer report in the Reports corner in Runn. 

Essentially, this report gives you a collection of essential employee KPIs — contract or full-time — for weekly, monthly, and quarterly periods.

Some of the important metrics you’ll find here include:

  • Billable Hours or the number of hours employees are scheduled to work on billable assignments
  • Non-billable Hours or the hours that are logged as non-billable work (work you don’t charge clients for such as internal projects)
  • Effective Capacity or a person’ total available hours (hours in the contract minus time off hours)
  • Contracted Capacity or the hours an individual would work as specified in their contract
  • Remaining Availability or the measure of effective capacity minus the total hours
  • Time Off Hours or the hours an employee or contractor isn’t working  
  • Total Hours or the sum of billable and non-billable hours

Step 2: Add filters to review employees on the bench

Where the People Explorer report gives you a full overview of your people metrics, the bench report is a niched version, showing only resource availability

So to create a bench report from the People Explorer report, start by selecting the period (upper right corner) you want to make the availability report for: Weeks, Months, Quarter:



Next, head to the Metrics tab beside Period and select two main filters: Totals Hours and Remaining Availability.

Step 3: Select the employee type you want to see availability for

Since the bench report’s purpose is to show you who is on the bench, your next step is go to the Person Status column and choose Active.



And finally, under Type, select People Only from the short drop-down menu:



This will give your bench time, showing you exactly who is available for work and how many hours of work they can take on.

If you’re looking to search for availability based on employment type — (full-time) employee or contractor, you can change the filter settings under the Current Employment Type column. 

Ready to improve resource utilization?

Bench reports make resource planning easy. Not only do they boost productivity by saving you time in one too many ways, but they also play a small but impactful role in increasing employee engagement.

Both these upsides to bench reports contribute to streamlining an organization’s resource management — significantly improving operational efficiency.  

And with Runn, you can make the best use of your employee data. It’s really one of the reasons why we're trusted by enterprises worldwide.

Want to save time and make reporting easy (not another chore on your plate!)? Take Runn for a free trial today to enjoy the benefits of quick and easy reporting.

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