Cost reduction isn’t a popular term, but it can be the difference between a thriving business and bankruptcy. With rising operational expenses, many companies are looking for ways to reduce costs without sacrificing quality - Enter the 13 benchmark metrics to unlock savings today.
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These metrics are particularly useful for finance and HR leaders, as well as business owners, looking to streamline costs and boost overall efficiency. But first, let's explain cost reduction.
Cost reduction is the process of identifying and implementing ways to decrease expenses across an organization. Unlike cost-cutting, which involves quick savings, cost reduction focuses on sustainable changes that will lower costs without compromising the quality of products or services.
Effective cost reduction strategies can improve cash flow, enhance competitiveness, and support business growth. Rather than cutting resources indiscriminately, successful cost reduction aims to identify where savings can be found without harming the organization’s core capabilities.
These metrics are designed to explore various aspects of the cost base. The idea is that you benchmark different areas to identify cost saving opportunities.
People related costs is often the largest expense for many organizations. That’s why we’re starting with personnel cost as a percentage of revenue, which indicates what portion of income goes toward employee salaries, benefits, and other people related expenses. Here’s the formula:
Personnel Cost as % of Revenue = (Total Personnel Costs / Total Revenue) * 100
Benchmarking this metric against industry standards helps identify if your labor costs are higher than competitors, signalling potential areas to optimize staffing levels or employee benefits.
Revenue per employee measures how effectively your workforce contributes to revenue generation. This is a vital productivity metric that, when optimized, can reduce costs by ensuring a lean, efficient team. It is calculated as:
Revenue per Employee = Total Revenue / Total Employees
A higher ratio indicates better productivity and can justify investments in tools or training that help employees drive more revenue.
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This metric reveals the average operating costs per employee, including salaries, benefits, utilities, and other overhead expenses. High operating expenses per employee might suggest areas for cost reduction, such as streamlining processes or eliminating unnecessary perks. It’s calculated as:
Operating Expense per Employee = Total Operating Expenses / Total Employees
Facilities cost per employee measures expenses related to office space, utilities, and maintenance. With remote work on the rise, this metric is particularly relevant, as many companies can reduce facility-related costs by rethinking office space needs. The formula is:
Facilities Cost per Employee = Total Facilities Costs / Total Employees
Benchmarking this metric can identify opportunities to reduce real estate costs by implementing flexible or hybrid work policies.
With an increasingly digital workplace, IT costs are another material expense. IT cost per employee encompasses expenses related to software, hardware, maintenance, and cybersecurity. The calculation is:
IT Cost per Employee = Total IT Costs / Total Employees
Comparing this metric to industry benchmarks can reveal if there’s room to reduce IT expenses, perhaps by renegotiating vendor contracts or consolidating software tools.
This ratio reflects the portion of revenue spent on procurement activities. By evaluating this metric, companies can identify inefficiencies in their supply chain and negotiate better terms with suppliers to reduce costs. Here’s the formula:
Procurement Spend as % of Revenue = (Total Procurement Costs / Total Revenue) * 100
The average cost per hire includes recruiting fees, advertising costs, onboarding expenses, and training costs. Monitoring and optimizing this metric helps to reduce hiring costs without compromising the quality of hires. Here’s the calculation:
Average Cost per Hire = Total Recruitment Costs / Number of New Hires
Reducing this cost can be achieved by improving recruitment efficiency and exploring internal mobility options.
Time to fill measures the average time it takes to fill open positions. A long time to fill can increase costs, disrupt productivity, and burden existing employees. Streamlining the hiring process and maintaining a pipeline of talent can reduce the time to fill and associated expenses. The formula is:
Time to Fill = Total Days to Hire / Total Number of Positions Filled
Reducing TTF can lower indirect costs by minimizing disruptions to operations.
Employee training is an investment in productivity, but training costs can be high. Tracking training costs per employee helps assess the ROI of training programs and identify potential cost savings. The formula is:
Training Cost per Employee = Total Training Costs / Total Employees
Analyzing this metric can help prioritize high-impact training programs while reducing expenses on low-value sessions.
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This metric measures travel and entertainment (T&E) expenses per employee, which is a category where costs can quickly spiral out of control if not properly managed. By benchmarking this against industry averages, companies can identify areas to streamline T&E spending through policies or alternative meeting options.
T&E Expense per Employee = Total T&E Costs / Total Employees
The absenteeism rate calculates the percentage of missed workdays due to unplanned absences. High absenteeism can drive up costs by requiring temporary coverage or reducing productivity. Addressing root causes can often lead to cost savings. It is calculated as follows:
Absenteeism Rate = (Total Days Absent / Total Workdays) * 100
Reducing absenteeism can improve productivity and save on costs associated with temporary staffing.
Staff benefits include things like health insurance and car allowances. They can add up to be a significant expense for employers. Tracking these staff benefits helps ensure that benefits are both cost-effective and supportive of employee needs. Here is the formula:
Healthcare Cost per Employee = Total Healthcare Costs / Total Employees
Employers can achieve savings by evaluating these benefits through benchmarks to ultimately reduce the cost of particular benefits.
The employee turnover rate is a measure of how frequently employees leave the company. High turnover can be costly due to recruitment, training, and productivity losses. Reducing turnover through employee engagement programs or improving workplace culture can lower these costs. It is calculated as:
Turnover Rate = (Employees who left during a period / Average number of employees) * 100
Lowering turnover can result in significant savings and a more stable, productive workforce.
Benchmarking is a very effective way to identify cost reduction opportunities. Working through the 13 benchmark metrics listed above will result in a more resilient and financially healthy organization. By focusing on the right metrics and making informed adjustments, companies can navigate economic challenges and emerge stronger in the future.
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