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How To Do FTE Calculation?

Glossary
Ezgi Aydın
Last Updated:
January 11, 2024
How To Do FTE Calculation?

For enterprises of all sizes and sectors, calculating full-time equivalent (FTE) is a crucial step in managing the workforce and allocating resources. FTE calculations offer a standardized means of calculating and comparing workloads, providing fair assessments of workers under various work arrangements. 

Understanding how to calculate FTE calculations is crucial for efficient budgeting, staffing choices, project planning, and overall operational effectiveness whether working with full-time, part-time, temporary, or contract personnel. 

In order to correctly calculate the equivalent workload of individuals and teams, we will go through the step-by-step method of calculating FTE in this blog, looking at numerous circumstances and concerns. 

You may maximize labor planning and achieve more informed decision-making inside your business by becoming an expert in FTE calculations.

What is FTE?

FTE is an abbreviation for "Full-Time Equivalent." It is a unit of measurement that symbolizes the whole work a full-time employee completes over a given time frame. FTE is frequently used in resource allocation, budgeting, and workforce planning.

In essence, FTE enables businesses to standardize various work arrangements (full-time, part-time, contract, temporary, etc.) into a single unit of measurement. If two employees both work half-time, for instance, their total FTE would be equal to one full-time worker.

Finding the proportion of a worker's hours worked to the organization's typical full-time workweek is necessary to calculate FTE. An employee who works 20 hours would be considered 0.5 FTE in a typical workweek of 40 hours.

FTE is used for a variety of tasks, including estimating labor expenses, assessing worker productivity, establishing staffing levels, and contrasting alternative personnel configurations amongst departments or projects.

What is a Full-Time Equivalent Employee?

During a certain time period, usually a week, month, or year, the entire amount of work that one full-time employee completes is measured as a full-time equivalent (FTE) employee. It allows for the standardization and comparison of the workloads of workers with varying schedules or hours.

Employers may combine the labor of workers with different work arrangements, such as full-time, part-time, temporary, or contract workers, into a single measurement that represents the workload of a full-time employee thanks to the notion of FTE.

For instance:

  • A full-time employee is regarded as 1.0 FTE if they put in 40 hours per week.
  • A combined 1.0 FTE (0.5 FTE each) for two part-time employees who each work 20 hours per week would also be taken into account.
  • The equivalent of 1.0 FTE (or 0.33 FTE per employee) would also be three temporary workers who each worked 10 hours each week.

The ratio of a worker's hours worked to the typical full-time work hours that the company has specified is what is used to calculate FTE

When comparing and quantifying employee workloads, this measurement is frequently used in human resources, workforce planning, budgeting, and other areas of corporate administration.

What is The Purpose of FTE?

What is The Purpose of FTE?

Full-Time Equivalent (FTE) is a standardized approach to assess and contrast the overall volume of work carried out by employees under various work arrangements. FTE is employed in a variety of organizational situations for a number of reasons, including:

  • Workforce Planning: FTE enables businesses to evaluate the make-up of their present workforce and make plans for upcoming staffing requirements. It aids in figuring out whether the company has enough employees to handle its operational demands.
  • Budgeting and Resource Allocation: FTE is essential for budgeting since it aids firms in effectively estimating labor expenditures. By taking into account the equal workload of different employees, independent of their work schedules or job kinds, it enables them to distribute resources in an efficient manner.
  • Productivity Analysis: FTE serves as a foundation for assessing the productivity of various departments, teams, or projects. It aids in evaluating the effectiveness and productivity of various organizational units, independent of the proportion of full- and part-time workers.
  • Staffing Ratios: There are governmental or sector-specific norms for staffing ratios in several sectors. By giving firms a reliable way to monitor staffing numbers, FTE assists enterprises in adhering to these criteria.
  • Benchmarking: To assist organizations discover areas for improvement, they may utilize FTE to compare their workforce and staffing procedures to industry standards or best practices.
  • Performance Measurement: FTE can be used as a metric in evaluating employee performance, particularly when taking into account the quantity of work accomplished in comparison to the typical full-time workload.
  • Resource Management: FTE aids in managing human resources by helping to identify hiring requirements, weigh the effects of employee attrition, and distribute workload across employees.
  • Project Planning: FTE calculations assist in estimating the number of workers needed to do the task on schedule while planning projects or initiatives.
  • Contract and Outsourcing Management: Organizations may utilize FTE to make sure that the contractual work is in line with their internal workforce capability when working with contractors, consultants, or outsourcing providers.
  • Making Decisions: FTE data gives managers and decision-makers a comprehensive insight of the workforce makeup of the business, enabling them to make educated decisions about recruiting, restructuring, and resource allocation in general.

What is 100% FTE?

The workload of a typical full-time employee is referred to as a 100% Full-Time Equivalent (FTE). In a certain time frame, such as a week, month, or year, it shows the volume of work that a normal full-time worker is anticipated to finish. Comparing the workloads of employees with various work arrangements, such as part-time, temporary, or contract workers, uses the notion of a 100% FTE as a benchmark.

This is how it goes:

  • A full-time employee is seen to be working at 100% FTE if they put in the standard amount of hours set by the company (for example, 40 hours per week).
  • A worker's FTE number will be less than 100% if they put in less hours than required. An employee who works 20 hours per week during a regular workweek of 40 hours would be regarded as a 50% FTE (20 hours / 40 hours = 0.5 FTE).
  • In contrast, if a worker puts in more time than is typical, their FTE value can be more than 100%. An employee who works 50 hours during a regular workweek of 40 hours is regarded as 125% FTE (50 hours / 40 hours = 1.25 FTE).

The 100% FTE helps companies to measure and evaluate the contributions of employees with diverse schedules and acts as a reference point for determining similar workloads across various employment arrangements.

Why Calculate the Full Time Equivalent?

Why Calculate the Full Time Equivalent?

Full-Time Equivalent (FTE) calculation is crucial because it enables businesses to standardize various work arrangements into a single measurement, facilitating precise resource allocation and efficient decision-making. 

FTE supports budgeting, labor planning, and productivity analysis by turning variable workloads into a common unit. In order to assess staffing needs, maximize resource allocation, and comply with regulations, companies may use it to compare the contributions of full-time, part-time, and contract workers on an equitable basis. 

By offering insights into workforce compositions and enabling an equal assessment of employees' workloads and outputs, FTE calculations can enhance project planning, performance evaluation, and strategic decision-making. 

Overall, FTE is a crucial tool that helps businesses manage their human resources, streamline their processes, and successfully accomplish their objectives.

How to Calculate Full Time Equivalent (FTE)?

Determine the ratio of a worker's actual working hours to the full-time standard working hours set by your company in order to compute full-time equivalent (FTE). The basic formula is as follows:

FTE = Actual Working Hours / Standard Full-Time Working Hours

The typical full-time workweek can be 40 hours, depending on the regulations of your company or the norms in your field.

Let's divide the procedure into stages:

  1. Determine Standard Full-Time Hours: Decide on the typical amount of working hours that constitute full-time employment in your firm (for example, 40 hours per week).
  2. Calculate Employee's Actual Working Hours: Find out how many hours the person works each week. This might be their typical hours or the total number of hours they put in over a certain time frame.
  3. Apply the Formula: To calculate the employee's FTE value, divide their actual work hours by the number of hours required for a full-time employee.

Example: If an employee works 30 hours per week but the typical full-time schedule is 40:

FTE is equal to 30/40 hours, or 0.75 FTE.

This indicates that the employee's workload is comparable to 75% of that of a full-time worker.

Keep in mind that when dealing with part-time, variable, or seasonal work schedules, FTE estimates can become more challenging. Additionally, if an employee works overtime, the FTE number may be greater than 1.0 (indicating a workload greater than full-time).

You may add up the FTE numbers for each person in a team or department to determine the overall FTE for the whole organization.

It's important to keep in mind that while FTE is a valuable tool for standardizing and comparing workloads, it may not fully account for some aspects of work patterns, such as shift work, irregular hours, or certain job classifications. To correctly reflect the variety of work arrangements within your business, adjustments could be required.

How Do You Calculate FTE for 8 Hour Shifts?

Finding the ratio of an employee's real working hours to the conventional full-time working hours, which are commonly believed to be 8 hours per day or 40 hours per week, is necessary to calculate full-time equivalent (FTE) for 8-hour shifts. Here is way to determine FTE for staff members working 8-hour shifts:

FTE = Actual Working Hours / 8 hours (per day) or 40 hours (per week)

Let's walk through an example:

Consider a worker who has a 5-day workweek with an 8-hour shift every day.

Determine the Actual Weekly Work Hours of the Employee: Multiply the amount of hours worked in a single shift by the number of days the person works in a week. For instance, if they work five days a week for eight hours each day:

Actual Weekly Working Hours is 5 days times 8 hours each day, or 40 hours.

Divide the computed real weekly working hours by the accepted full-time equivalent (FTE), which is 40 hours per week:

FTE = 40 hours / 40 hours = 1.0 FTE

The employee's FTE number in this instance is 1, which denotes that they are carrying out work at a full-time equivalent workload.

Keep in mind that this computation is based on constant 8-hour shifts and a 40-hour full-time work week. You would need to modify the calculations if there were variances in the amount of hours worked per shift or if the full-time standard was different.

How Do You Calculate FTE per Month?

How Do You Calculate FTE per Month?

Finding the difference between an employee's actual monthly hours worked and the typical full-time monthly hours is how full-time equivalent (FTE) is calculated. 

Depending on the standards of your business, the full-time standard may differ, however if you assume a typical 8-hour workday and a 5-day workweek, a typical full-time standard is 160 hours per month (8 hours/day * 5 days/week * 4 weeks/month). How to figure out FTE per month is as follows:

FTE = Actual Monthly Working Hours / Standard Full-Time Monthly Hours

Let's break down the procedure using an illustration:

Consider a worker who works 20 days a month, each of which consists of an 8-hour shift.

Determine the Actual Monthly Work Hours of the Employee: Multiply the amount of hours worked in a single shift by the number of days the person works in a month. For instance, if they work 20 days a month for 8 hours each:

20 days times eight hours each day is 160 hours in a typical month.

To compute a full-time equivalent (FTE), divide the calculated real monthly working hours by the monthly full-time equivalent (FTE) rate (160 hours):

FTE is 160 hours / 160 hours, or 1.0 FTE.

The FTE number for the employee in this instance is 1, which denotes that they are performing work at a full-time equivalent workload for the relevant month.

Remember that the figures will need to be adjusted to account for differences in the number of days worked each month, shift lengths, or departures from the 8-hour regular workday.

Full Time Equivalent Formula (FTE)

The Full-Time Equivalent (FTE) formula is used to calculate the equivalent workload of an employee based on their actual working hours compared to a standard full-time workload. The formula can be expressed as:

FTE = Actual Working Hours / Standard Full-Time Working Hour

FTE Calculation Example

Suppose you have an employee who works 25 hours per week, and the standard full-time workweek in your organization is 40 hours.

Calculate FTE:
FTE = Actual Working Hours / Standard Full-Time Working Hours FTE = 25 hours / 40 hours FTE = 0.625

In this example, the employee's FTE value is 0.625. This means that the employee's workload is equivalent to 62.5% of a full-time workload.

If you want to calculate FTE on a monthly basis instead, and assuming a 160-hour standard full-time work month:

Calculate Actual Monthly Working Hours:
Since there are typically 4 weeks in a month, and the employee works 25 hours per week:
Actual Monthly Working Hours = Weekly Working Hours * Weeks in a Month Actual Monthly Working Hours = 25 hours/week * 4 weeks Actual Monthly Working Hours = 100 hours

Calculate FTE:
FTE = Actual Monthly Working Hours / Standard Full-Time Monthly Hours FTE = 100 hours / 160 hours FTE = 0.625

Again, in this monthly example, the employee's FTE value is 0.625, indicating a workload equivalent to 62.5% of a full-time workload for the month.

Remember that FTE calculations vary based on factors like work hours, workdays, weeks, and the organization's definition of full-time work.

How Do You Use FTE Calculations?

How Do You Use FTE Calculations?

FTE calculations are an important decision-making and labor management tool. FTE facilitates precise resource allocation, budgeting, and workforce planning by quantifying various labor patterns into a standardized unit. 

Organizations may maximize project planning by predicting the needed human resources, compare team productivity objectively, and evaluate employee performance taking workload into account. 

FTE data enables effective resource utilization, facilitates compliance with industry standards, and informs strategic choices. It provides direction for contract and vendor management, ensuring that external work complements internal resources. 

Additionally, FTE values support efficient onboarding and offboarding while tracking employee trends and workload balance. In the end, FTE calculations offer a thorough framework for comprehending, controlling, and maximizing the personnel dynamics of a business.

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