Basics of a shorter work week
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 where 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 around 32 hours per week for full-time employees. Your employees still get their full pay, but they put in fewer hours to earn it.
One main push behind a shorter week is the idea that technology makes work tasks more efficient, so a 40-hour, five-day work week isn’t necessary. Artificial intelligence, cloud computing and software that makes automation easier are a few examples of ways businesses can cut down on the workload.
Pros of shorter working hours
Having your employees work fewer hours might seem like a risk, but it comes with many benefits for both you and your employees.
Reduced company costs
Even though your salary and benefits costs remain the same with a shorter work week, you can still save money by switching to only four days per week. With the office shut down one extra day, you cut some operating costs, such as electricity and water consumption. It cuts down on office equipment being used, and you can turn down the lights, only leaving on the essential lights for security. Your heating and cooling system can also be adjusted on the extra day off to reduce those operational costs.
Reduced employee costs
A shorter work week is a financial perk for your employees. One less day of commuting saves on gas money and reduces vehicle maintenance costs. Others might save on public transportation costs, tolls and parking fees. Your employees may also reduce their costs for food, work clothing and daycare. Helping your employees improve their financial situation can reduce stress, which keeps them healthier, happier and more productive.
Eco-friendly
Reduced working hours also benefit the environment. One less day of commuting for all employees cuts down on carbon emissions. If the office isn’t open, you’re using less energy on all your normal business activities. When being eco-friendly is one of your company values, shorter working hours can help you put that value into action.
Greater work-life balance
Shifting to a four-day week gives employees an extra day to spend with their families. It gives them time to schedule appointments for things like doctors, dentists and car repairs that are otherwise difficult to fit into the week. Having that flexibility can improve work-life balance, which improves employee satisfaction.
Happier employees
Since the standard five-day week is expected, finding a job that has reduced hours and offers three days off per week is a nice surprise for employees. Improved work-life balance and more free time keep your employees happier. That happiness can improve job satisfaction and employee loyalty. Your employees might stay with your company longer, which improves your employee retention and saves you money on hiring costs.
Improved employee well-being
Working fewer hours can also improve the well-being of your staff. Less work often means less stress for your employees. Stress can cause physical health issues that affect attendance. It also frees up more time for exercising and spending time with friends and family, which can improve mental health. Having a mentally and physically healthy workforce cuts down on absenteeism and can help your employees be more productive.
Increased productivity
Cutting down to only four days per week can increase productivity. Employees know they need to get the work done in one less day, so they get more done each day to compensate. They learn to prioritize tasks, cutting out the time-wasters, so they’re more efficient. It can encourage employees to get creative with time-saving hacks to complete their work faster.
Working fewer hours can also motivate workers, which can make them more productive while they’re at work. When employees work longer hours, they can feel burnt out and lose focus due to feeling overworked. Longer working hours can increase stress and frustration, which hurts productivity. Knowing they have a shorter work week can help your employees stay positive.
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 you more options when you’re hiring.
Greater flexibility for parents
Working a traditional work week is often challenging for parents. Some parents don’t want to (or cannot) spend 40 plus hours per week away from their children. By offering a shorter work week, you give those parents a better option where they can spend more time with their kids without stepping away from the workforce.
Cons of a shorter work week
Shortening the work week has potential risks to consider before you make the switch. Understanding these drawbacks lets you address them before you change the schedule to reduce some of the effects.
Changes to paid time off
Reducing the hours your employees work can impact how you calculate paid time off. If employees accrue vacation time based on how much they work, that calculation will shift. The amount of hours an employee needs to take a day off might also change if you shorten the workdays. Consulting with a benefits specialist and your accounting team can help you determine if you need to make changes to the time off accrual.
No savings on salary or benefits
Your employees won’t likely buy into the idea of a shorter work week if you cut their pay and take away benefits. The idea of a shorter work week counts on employees getting paid the same salary and receiving benefits while also working fewer hours. This means that while you might save on some operating costs, you won’t see any savings on salary or benefit costs.
Not completing all work
Cutting down working hours could make it difficult for employees to finish all of their work. Once they fall behind, it can be difficult to catch up. This can ultimately hurt productivity and cost the company money, especially if you have to hire more people to handle the workload. Missing deadlines can cause issues with key stakeholders, including your clients, which can cause them to leave.
Potentially longer hours
Some employees who don’t get their work done during the shorter working hours might choose to work late to complete projects. Longer working hours can cause employees to burn out quickly, especially if they aren’t compensated for that time. If only some employees work extra hours, they might feel resentment toward coworkers who get to enjoy the shorter hours.
Changes to schedules and procedures
Switching to a shorter work week can take a lot of time upfront. You need to shift deadlines, and you might have to reschedule things that you normally do. If you shut down on Fridays, you’ll need to reschedule the weekly Friday meeting that you normally have, or maybe you receive a shipment every Friday or have a product that leaves on that day. It might not seem like a big deal, but cutting out a day can take a lot of work logistically to keep the company operating smoothly.
Not compatible with all industries
Some industries aren’t compatible with a four-day week. Industries like logistics, security and healthcare typically need coverage every day. It’s difficult to shorten the week in industries that have short lead times, require fast responses to clients or have projects that pop up suddenly. Industries with longer lead times where the workload can be controlled and planned are more compatible with the shortened schedule.
Customer issues
Most consumers are used to businesses being open five days per week. You might find you have unhappy customers if everyone is out of the office one of those days. It might take them some time to get used to your shorter hours, and you might lose some customers.
Giving your customers plenty of advance notice can help them plan for the switch. You can also use chatbots on your website to provide some support when no one is in the office. Outsourcing to a call center is another option for fielding customer calls on the day everyone is off.
Less team bonding time
When you have fewer hours a week to complete the same amount of work, something has to go. This means you might see fewer lunches with coworkers, team meetings or casual interactions in the office that help with team building.
Deciding if a shorter work week is right for your company
Should you switch to shorter working hours? Start by considering whether or not your business can successfully operate only four days a week without impacting essential business activities and customer service. Evaluate how well your employees could complete the workload in fewer hours and what changes you would need to make.
