What is a shorter work week?
A shorter work week is when employees work the same number of hours but fewer days. Also known as compressed hours, it commonly refers to full-time employees working 38 hours in four days instead of five. However, part-time employees can also have a shorter work week, such as completing three days’ work in two.
What constitutes a shorter work week for your business will depend on your operations. Most businesses will continue operating on five or more days of the week, so some employees may be off on days while others are at work. Other employers will tailor shorter work weeks for their employees, enabling only those who want to compress their hours the opportunity to do so. Some employers may decide to implement the shortened week business-wide and the business will close on the days staff are not at work.
Why is a shorter work week a popular concept?
The COVID-19 pandemic magnified the importance of flexible working arrangements to employees and highlighted that many businesses can successfully operate while providing greater flexibility to their staff. However, shorter work weeks have been a flexible working arrangement that employees have been able to access under the Fair Work Act for some time.
Many employees find that by extending their workdays by an hour or two and gaining time off during the work week, they can achieve greater work/life balance. For example, they can pursue a hobby, upskill, volunteer, help family members or complete household chores when they have a solid block of time to do so, rather than only an hour or two after work. Employees also find they are more relaxed and refreshed for the next working week by having a greater period of time off between work weeks, such as a three-day weekend.
Many employers, meanwhile, are taking the stance that they pay their employees to achieve their workload, rather than spending particular days at work. Therefore, if an employee can complete their work by working more hours in fewer days, they are willing to let them do so.
The reasons why a shorter work week can be successful
A shorter work week has many benefits for businesses, but these are three key advantages.
Creates an engaged workforce
Workers can be more productive and gain job satisfaction when they are happier at work. By having access to more time off to achieve their personal goals and responsibilities, they are more likely to be engaged in their work when they are present.
Cuts back in overtime
If your staff regularly work late to meet operational requirements, the business may save money by avoiding overtime rates. For example, if orders are regularly received late on Fridays and rarely on Mondays, it may make financial sense to employ staff for longer daily hours from Tuesday to Friday than pay them to stay back on Fridays.
Extends the business’ operating hours
By having staff at work for more hours of the day, the business may be able to expand its operating capability and potentially bring in more income. For example, if a business is open 8 am-6 pm instead of 9 am-5 pm, it may gain an increase in customers.
The reasons why a shorter work week may not be successful
There are also challenges when implementing a shorter work week to consider. If these challenges cannot be overcome, it may be that the concept does not work for your business.
Operational requirements
Because of the nature of the business or the number of staff that are required to be working at any given time, it may not be operationally possible to implement a shorter work week.
For example, many businesses are required to be open and operating on certain days of the week to meet customer demands. When customers want to access products and services during traditional business hours of 9 am and 5 pm, Monday to Friday, they may decide to go elsewhere if they find your business closed on one of those days.
In industries such as construction or agriculture, meanwhile, daylight may be required for employees to work safely, so in winter, working longer, but fewer days may not be possible to get the job done.
Employee burnout and fatigue
By extending daily working hours, be mindful that you may inadvertently cause work health and safety issues such as burnout and fatigue. The mental and physical fatigue that can come from working more than 7.6 hours a day is an important consideration. Not only can it lead to mistakes that can cost the business money, but it may also lead to injuries. Burnout can also take time to develop, so consider the long-term ramifications of having employees work extended hours.
Reduced productivity
A shorter work week may also reduce productivity because of delays. When employees are available at work across more days, there is a greater capability to respond to problems more quickly. For example, if an urgent approval is required on the one day of the week the appropriate staff member is absent, it may delay the project until their return. Or, if unforeseen delays stall a project until Thursday, employees who have Friday off may not finish it until Monday.
How to implement a shorter working week?
If you decide to implement a shorter working week, try taking these measures to ensure the transition is successful.
Consult with employees
Your employees may not wish to work compressed hours and prefer having shorter days. By consulting with employees, rather than forcing changes on them, you can determine whether to proceed. Otherwise, you risk employees resigning from their roles as they no longer enjoy the working conditions, and you will have to recruit new staff.
If possible, try giving employees the option of choosing the days that they work. For example, if you are implementing a four-day work week, allow them to select which day they want to have off. To achieve their responsibilities and interests, some employees may prefer Monday, while others may prefer Wednesday or Friday. This will depend on operational requirements, but has the added benefit for businesses that it can stay open for five days a week when employees can take different days off.
Trial the concept first
A trial of a shorter work week will test whether the concept works for your business, but it is important to set clear outcomes. Before starting the trial, outline key targets that need to be met for the change to become permanent. For example, you may consider setting a minimum sales target that needs to be achieved during the trial period. If the minimum target is not met, then the working week will return to what previously was in place.
This way, you can clearly define expectations and flag potential problems with the concept. It will make it easier to judge whether the trial is successful.
A shorter work week may not work for every business, and how it works for you may also be different to how it works for others in your industry. By analysing the benefits and the challenges, you can make an informed decision on the best working hours for your employees, your customers and your business.
Read more: Are Blurred Boundaries Undoing the Benefits of Increased Flexibility?
