Lean Time Observation Sheet Time Study - Blank Time Observation Sheet

Sep 12, 2026

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Time observations, also known as time studies, support accurately measuring workload at the specific area or machine targeted by kaizen. The process captures every step from the current state chart and records cycle time for each task separately, helping verify event sequence and refine team documentation. It explains observing a clerk processing a batch of 20 invoices, planning visits, documenting steps in the Time Observation Sheet, and estimating measurable task durations to balance detail and capture feasibility.

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Doing time observations

Purpose and scope of time study

Preparing and conducting the observation

Recording steps and cycle time

Choosing level of detail

Observation team roles and duties

Using the standard work sheet (spaghetti diagram)

Doing time observations Time observations (also called a time study) are especially important for accurately measuring the workload at the area or machine that is the focus of the kaizen. A time observation captures all the steps that were recorded on the current state chart and the cycle time for each task separately. In this section we will observe Kim while she processes a batch of 20 invoices. Because time observations take place where and while the work is happening, they are also useful to verify the sequence of events and make adjustments to the team’s documentation of the current state. Figure 8 shows a sample blank time observation sheet that CCI uses. There are many instances when it’s not practical to do a time observation for one unit, in this case “one invoice.” Kim rarely processes just one invoice at a time. She instead groups them for processing, because to process invoices one at a time from start to finish would not be practical. Figure 8 ‐ Blank Time Observation Sheet For this part of the process, generally it’s best to go to the place where the actual work is performed, which is Kim’s work area. This visit can be planned in advance to give the person time to prepare. Ask the clerk to perform the functions of the job that were documented earlier in the event. As she performs the steps, one or more of the team members should be writing down each step of the task in detail. Then transfer each step of the process you observed during observation into the column labeled“component task” of the Time Observation Sheet. 24 [www.chools.in](www.chools.in) As you do this take some time to think about the approximate time it might take for each step. Estimating this can be tricky. You want to write down tasks that can actually be measured; it’s a balancing act. The team wants achieve a detailed understanding of the process. But too much minute detail will be very difficult to capture. For example, don’t try to time a step such as “Press enter on the key board.” Look for opportunities to describe the activities so they include just enough detail. Next, select three team members to perform the time study. When everyone’s ready, ask the A/P clerk to take the team to her work area. Materials and equipment needed: A stop watch Clip boards The Time Observation Sheet Relevant Diagram/Floor Plan (for recording movement) Paper and Pencils The observation group Figure 9 Observation Group Roles Time keeper duties: using the stop watch You’ll notice columns on the Time Observation Sheet marked 1 through 13. Each numbered column represents a separate time observation. Observed times are recorded down the sheet. The Team Leader can make a judgment call depending on the variability in the process whether it’s necessary to record many observations. High variability requires more time observations in order to capture a good average. You should time low variability processes at least twice. Know your stopwatch! All great chefs know their tools. They will never stop in the middle of baking a cake to go find and read the instructions for how to use the oven. Each stop watch is different, so be sure to read the instructions before you begin making observations. If it’s complicated, you might want to practice. When using the stop watch it’s easier to call out the total elapsed time as you reach each new step, rather than resetting the stop watch to zero after each step, then going back later and calculating the individual time for each step. If you are using the method we think works best, don’t hesitate to pause (temporarily stop the watch) and stop the person doing the work (in our case Kim) if you think you didn’t capture the 25 time correctly at any point. You will be focusing not only on the tasks actively done, but also the time between tasks. Time recorder duties: writing the time for each process element On the ‘Time Observation Sheet’ there are two boxes in each column

FAQs

What is the purpose of time observations in a kaizen effort?

Time observations accurately measure workload for the focused area or machine, capturing steps and cycle times. They also help verify the event sequence and support updates to current state documentation.

How is the observation data recorded during the time study?

Each observed step is transferred into the Time Observation Sheet under the column labeled component task. The Time Keeper records both step time and total elapsed time, with cumulative elapsed time stored in the lower box for later calculation.

Why does the team choose not to time overly detailed actions?

The guidance emphasizes measuring tasks that can be captured reliably while avoiding excessive minute detail that becomes difficult to record. It recommends describing activities with “just enough detail” to keep measurement practical.

Sep 12, 2026

Upload by Blaney