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Understand how activity burden is calculated

Understand how activity burden is calculated

ChangePlan distributes time away from BAU based on activity duration and the number of impacted individuals over a given time range. Since this calculation isn't automated for recurring activities, the Activity Burden Calculator helps users determine the correct values manually. This guide explains how ChangePlan calculates activity burden and how to use the calculator for accurate reporting.

Published on February 18, 2025
Who this is for: Users who plan activities or read the Activity Burden report
Activity burden is the time people spend away from their normal work (business as usual, or BAU) because of change activities. ChangePlan multiplies each activity's time per person by the number of people it targets, then places that time on the activity's date or spreads it across its date range. Use this article to understand the numbers in the Activity Burden report and to enter recurring activities correctly.

Single date or date range

When you add an activity, you choose either a single date or a date range. This changes where the time shows up in the report.
Activity type
How the time is placed
Effect on activity burden
Best for
Single date
All the time is applied to that one day.
The full duration (for example, 60 minutes per person) counts in that week only, so it can push that week into a higher colour band.
One-off events such as workshops, town halls or key meetings
Date range
The time is spread evenly across every day in the range.
The burden is shared across several reporting weeks, so each week shows a lower amount.
Ongoing sessions, coaching programmes or staggered training

How time is spread across a date range

Example 1: across months. An activity targets 10 people and takes 60 minutes each, so 600 minutes in total. It runs for 48 days: 20 in January and 28 in February.
  • January: 20 of 48 days (about 41.67%) = 250 minutes
  • February: 28 of 48 days (about 58.33%) = 350 minutes
Example 2: across weeks. A coaching activity runs from 5 to 21 January and takes 60 minutes per person.
  • Week 1 (5 to 11 January): 0.4 hours per person
  • Week 2 (12 to 18 January): 0.4 hours per person
  • Week 3 (19 to 21 January): 0.2 hours per person
The same activity on a single date would show 1 hour per person in one week.

Work out the time for a recurring activity

ChangePlan spreads time across a date range, but it doesn't multiply it for repeats. For an activity that happens weekly or monthly, work out the total first with the Activity Burden Calculator (Excel).
  1. Enter the Start date (cell B2) and End date (B3).
  1. Enter the Activity duration in minutes per person (B4).
  1. Enter the Number of stakeholders affected (B5).
  1. Choose the Frequency (B6): One-time, Weekly, Bi-weekly or Monthly.
  1. Read the results: total days in the period, total occurrences, total time away in minutes (occurrences × duration × number of stakeholders) and in hours.
Example: an activity that happens monthly for 3 months and takes 60 minutes each time needs 180 minutes entered in ChangePlan.

Enter the time in ChangePlan

  1. Open the initiative and choose Activities.
  1. Click + Add activity, or open the activity you want to change.
  1. If the activity runs over several days, choose Date range instead of a single date.
  1. Enter the start date and end date.
  1. In Audience time away from normal work (minutes), enter the total time from the calculator.
  1. Save.

How the report shows it

  • Date range activities: the time is spread evenly across the range, so a 360-minute activity over two months appears in both months. In a weekly view you might see 0.3 hours per person each week rather than one large amount.
  • Single date activities: all the time appears on that one day.
  • Top-level groups: at the top org chart tier (Level 1) you may see averaged values, because the time is shared across all the groups beneath. Choose a lower tier (Level 2 or Level 3) to see the exact amounts for each group.

FAQs

Why is the number of occurrences wrong in the calculator?
Check the start and end dates and the frequency (for example, Weekly or Bi-weekly).
Can I work out several activities at once?
No. The calculator handles one activity at a time, so use a separate entry for each.
Does ChangePlan work out the time for a recurring activity?
It spreads the time you enter evenly across the date range, but it doesn't count the repeats. For a recurring activity, enter the total for all occurrences, for example 60 minutes a month for 3 months = 180 minutes.

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Still stuck?

Email support@changeplan.co with a screenshot of what you see, and we'll help.
Last updated: 20 October 2026
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