What are shorter work weeks
A shorter work week typically means employees are in the office four days per week, instead of the usual five. Many companies have four-day weeks during which employees work longer 10-hour days while still getting in the full 40 hours per week. But a truly shortened work week reduces working hours, often to around 32 hours per week for full-time employees, while maintaining their regular pay.
One key argument to back a shorter week is the idea that technology such as artificial intelligence, cloud computing and automation software has made work tasks more efficient, making a 40-hour work week less necessary to get through the same workload.
As we found in our guide to business automation, many tools are able to handle simple tasks like posting jobs, while others can now be used to complete more complex tasks such as automating payrolls and employee onboarding. This means that employees can focus more on activities that require a human touch, like customer service and communications.
Four-day working week in the UK
According to the BBC, the UK government claim they plan to reinforce workers’ rights surrounding the four-day working week. This means that they may receive the right to request a four-day work week.
However, that doesn’t mean that employees would be completing less work. Four-day work weeks usually follow the 100:80:100 rule, which means that employees receive 100% pay for 80% of their usual time, but have to complete 100% of their usual work.
Pros of shorter working hours
Having employees work fewer hours might seem like a risk, but it comes with many benefits for both employers and employees.
Reduced company costs
Even though salary and benefits costs remain the same with shorter work weeks, businesses can still save money by switching to only four days per week. Closing the office for an extra day cuts some operating costs, such as electricity, heating or cooling systems and water consumption.
Reduced employee costs
A shorter work week is a financial perk for employees. One less day of commuting saves on petrol and reduces vehicle maintenance costs. Others might save on public transportation costs, tolls and parking fees. It may also help employees reduce expenses for food, work, clothing and daycare. Helping employees improve their financial situation can reduce stress, which keeps them healthier, happier and more productive.
Eco-friendly
Reduced working hours can also benefit the environment. As businesses are having to work towards net zero, cutting emissions is important. Closing the office an extra day saves energy on all normal business activities and helps businesses stay aligned with eco-friendly values.
Greater work-life balance
Shifting to a four-day week gives employees an extra day to spend with family and time to handle appointments, such as doctors, dentists and car repairs, that are hard to fit into a standard week. This added flexibility enhances work-life balance, leading to higher employee satisfaction.
In our strategies for finding a healthy work-life balance, we saw that employers often set the tone for maintaining a positive work-life balance. Employees take cues from their leaders, and when leadership advocates for a four-day work week, it signals that work-life balance is a priority.
Happier employees
Since the standard five-day week is the norm, finding a job that offers reduced hours and a three-day weekend can be a pleasant surprise for employees. Improved work-life balance and more free time can lead to greater happiness, which can improve job satisfaction and employee loyalty. As a result, employees may stay with their company longer, which improves employee retention and saves companies money on hiring and training costs.
Improved employee wellbeing
Working fewer hours can also improve employee wellbeing. Less work typically means less stress, which can reduce the physical health issues that lead to absenteeism. More free time allows employees to exercise and spend time with family and friends, boosting mental health. A workforce that is mentally and physically healthy may lead to increased productivity.
Increased productivity
Cutting down to a four-day week can boost productivity. With one less day to complete their tasks, employees often become more efficient, prioritising essential work and cutting out time-wasters. It encourages them to find creative time-saving strategies to get their work done faster.
Fewer hours can also motivate employees, leading to increased productivity during their time at work. In contrast, longer hours can lead to burnout and reduced focus, as employees feel overworked. Extended hours also contribute to stress and frustration, which harms productivity. Shorter work weeks helps employees stay positive and focused.
Appealing to job applicants
The idea of having a three-day weekend every week and working fewer than 40 hours per week is an appealing prospect for job seekers. Operating on a shorter work week can become a selling point that improves recruiting. It can attract more applicants, which gives recruiters more options when they’re hiring.
Greater flexibility for parents
A traditional work week can be especially challenging for parents, as many are unable or unwilling to spend 40-plus hours away from their children. Offering a shorter work week provides the option for parents to spend more time with their kids without having to leave their job.
Cons of a shorter work week
Shortening the working week may also come with potential risks. Understanding these drawbacks helps businesses prepare for them in advance.
Changes to paid time off
Reducing employee work hours can impact how employers calculate paid time off. If employees accrue holiday time based on how much they work, that calculation will shift. The number of hours an employee needs to take a day off might also change if their workdays are shortened. Consulting with a benefits specialist and an accounting team can help businesses determine if they need to make changes to the time off accrual.
No savings on salary or benefits
Employees are unlikely to support the idea of shorter work weeks if it involves pay cuts or loss of benefits. Employee reward and recognition is essential for engagement and recruitment.
A shorter work week relies on employees maintaining the same salary and benefits while working fewer hours. While companies may save on some operating costs, they won’t see savings in salary or benefit expenses.
Not completing all work
Reducing working hours could make it challenging for employees to finish all of their work. Once they fall behind, it can be difficult to catch up, ultimately affecting productivity and costing the company money, especially if employers have to recruit more people to manage the workload. Missing deadlines can cause issues with key stakeholders, including clients, which may result in lost business.
Potentially longer hours
Some employees who can’t finish their work within the shorter hours may choose to work late to complete projects. This can lead to burnout, especially if they aren’t compensated for the extra time. If only certain employees work extra hours, resentment may grow toward coworkers enjoying shorter hours.
Burnout is therefore an important consideration when implementing longer hours over fewer days. The UK is currently facing a burnout epidemic, defined as ‘resulting from chronic workplace stress that has not been successfully managed’. It is a major driver of absenteeism – 79% of employees have considered leaving their job over burnout.
Changes to planning and procedures
Switching to a shorter work week can require significant upfront planning. Employers may need to shift deadlines and reschedule regular activities. For example, if the business closes on Fridays, managers may need to move their usual Friday meetings.
Additionally, logistical tasks, such as receiving shipments or sending out products on Fridays, may need to be adjusted. While it might not seem like a big change, removing a workday can involve considerable logistical work to keep operations running smoothly.
Not compatible with all industries
Some industries aren’t suited to a four-day week. Industries like logistics, security and healthcare typically need coverage every day, making it difficult to reduce the week. Similarly, industries with short lead times, fast client response times or unpredictable project demands may struggle to implement a shorter week. In contrast, industries with longer lead times and more controlled, planned workloads are better suited to a reduced week.
Customer issues
Most consumers are used to businesses being open five days a week. Businesses might find they have unhappy customers if everyone is out of the office one of those days. It might take them some time to get used to shorter hours, and some brands might lose customers.
Providing customers with plenty of notice can help them prepare for the change. It is important to keep customer service a priority even when changing office hours.
Employers can also use chatbots on their website to provide some support when no one is in the office. Outsourcing to a call centre is another option for fielding customer calls on the day the office is closed.
Less team bonding time
When employees have fewer hours a week to complete the same amount of work, this may result in less team cohesion. Employees may have fewer lunches with coworkers, team meetings or casual interactions in the office that help foster positive relationships.
Can your business benefit from switching to shorter working hours? Consider whether it can successfully operate on a four-day week without disrupting essential activities or customer service. Assess whether employees can complete their workloads in fewer hours and what adjustments would be necessary to make the transition smooth.
