The worldwide pandemic of COVID-19 once changed the labor market in a big way. Companies began to shift to a hybrid or remote model of work. Subsequently, the requirement for flexible working conditions proved to be a prevalent concept among employees.
Many employees also became attracted to a 4-day workweek instead of the standard 5-day. This work schedule offers more flexibility, increases productivity, and improves work-life balance. However, convincing an employer to switch to a 4-day work week can be more complicated than it may seem initially. In this article, we’ll explain how to properly prepare for such a conversation to make it a success.
What is a 4-day workweek?
This schedule means full-time employees must work four days a week instead of the traditional five for the same pay. The four-day workweek model involves three days off. It can have two scheduling options: the compressed workweek system 4/10 and reduced working hours.
- Work schedule 4/10. According to the research, 33% of organizations offer a 4-day, 40-hour work week. This schedule requires a ten-hour workday for four days instead of an eight-hour workday for five days. Employees need to work a total of 40 hours per week. Many companies operate on a 40-hour schedule, so this is a model they can use. This system is also known as the compressed workweek system.
- Reduced-hour system. This scheduling model requires employees to work eight hours a day for four days a week, for a total of 32 hours per week. However, this schedule may suit employees with enough energy and productivity to get all the work they need done in 32 hours instead of 40. If the employee fails to complete all the tasks, the employer may raise the issue of a pay reduction.
Tip: if you’re a manager or business owner, use a scheduling tool for your team or employees to handle flexible schedules.
Examples of companies around the world with a 4-day working week
Over the past few years, all over the world, numerous companies shifted to a 4-day work week, incorporating this work model into their work schedules. One example of such a company is Basecamp. It is an American software developer company that switched to a four-day week in 2020, giving employees an extra day off each week. Also, Microsoft Japan had a successful experiment with a four-day week that increased employee productivity.
Perpetual Guardian, a management company based in New Zealand, implemented a 4-day work week with full-time pay and found that it improved the work-life balance of its employees. Research has shown that 92% of companies that decided to try out the new schedule continued with a four-day workweek after that.
These examples show that a 4-day week can be an effective and productive option for organizing work time. This schedule helps improve employees’ quality of life and performance.
The benefits of a 4-day week
The four-day workweek is not just a new format of working hours but also an effective tool for improving employees’ lives and optimizing business processes. Let’s examine its key advantages.
Better work-life balance
When employees have extra days off and more time, they can spend it with family or friends. This promotes a better balance between personal life and work. Employees also get more time to spend on hobbies, passions, or personal development. Therefore, it positively affects the employees’ productivity and satisfaction, and motivation increases.
Increase productivity
The amount of time worked directly affects employees` productivity. As working hours increase, productivity levels can decrease (here are some employee productivity tips instead). Employees are more tired and stressed, which can lead to burnout. A four-day workweek reduces the number of work hours, so employees have more time to rest and recover. In addition, employees who don’t burn out tend to perform better and faster at work.
Reducing non-work activities
Employees often put half of their work on hold. If they have to do the same amount of work in less time, their attention is more focused on the main tasks. They stop doing activities that are not work-related. Employees waste less time on unnecessary meetings and appointments, so productivity at work is higher and more efficient.
The disadvantages of a 4-day workweek
Even though the four-day working week has advantages, it also has some drawbacks. These are vital to consider when deciding to switch to this model of work.
Harm to commercial organizations
If a company switches to a 4/10 work schedule, there may be an unexpected drop in productivity. Employees can become very tired of working long 10-hour shifts. Research has shown that 40% of employees worry their workload will become unbearable due to a shorter work week. In addition, not all companies can switch to this work model because they have limited human resources.
Worse customer retention
Some companies need to interact with customers very often. In this case, switching to a four-day working week may negatively impact their business. The company may adopt new working methods, while customers may not adapt to them.
Who may not be suited to a 4-day workweek?
Although working four days a week has many advantages, only some companies or employees can switch to such a work schedule. Some companies have high and heavy workloads, and they may need to significantly increase employees’ workloads to maintain efficiency on a four-day workweek.
Also, some areas or organizations require 24/7 availability and constant service provision, making switching to a reduced schedule impossible. However, in any case, each company or employee should consider each organization’s and individual’s needs. This is very important before deciding to switch to a four-day work week.
Many employees want to switch to a four-day workweek to improve their work-life balance and well-being. Studies have shown that 77% of workers reported increased productivity when working a 4-day week. However, only some managers will readily agree to this alternative.
Convincing the manager requires strong arguments and savvy negotiating skills. Employees should be well-prepared for such a conversation and consider the following factors.
1. Know your value to the company
Before starting negotiations, you must clearly recognize their value and contribution to the company. Understanding how you contribute to the company’s goals and help solve problems is essential. Also critical are the skills, work habits, knowledge, and experience you possess that are in demand, as well as your productivity and results. Understanding your value will help employees argue why you should move to a 4-day work week and how it will benefit the company.
2. Research the market
Before beginning negotiations, research the labor market and industry trends regarding the four-day workweek. You need to know how typical this schedule is in your industry and its advantages and disadvantages.
Giving examples of how similar companies have successfully implemented this work model and how they handle the workload would be a big plus in negotiations. Labor market research will help you avoid potential objections and employer concerns.
3. Make sure a 4-day work week is suitable for your company
Only some businesses can switch to a four-day workweek. Before suggesting changes to a manager, make sure the change is ideal for the company and will not be detrimental.
Reducing working hours may increase productivity, but companies with high workloads may run out of time. For example, industries that provide round-the-clock services, such as healthcare, may find it challenging to implement change. The same applies to the hospitality industry, including stores, restaurants, and hotels.
4. Determine how it will affect your salary
You should determine their salary expectations before requesting a manager switch to a four-day workweek. Foremost, do know that a reduction in pay does not always accompany a decrease in working hours. Employees may request full pay if a manager requires employees to perform at the same maximum productivity as they would in a five-day workweek.
According to research, when Microsoft Japan switched to a four-day workweek, it paid its employees total salaries, increasing productivity by 40%.
5. Prepare your offer
Prepare a compelling proposal for a four-day workweek adapted to the company’s goals and values. The proposal needs to show the benefits for employees and the employer. It is also worth highlighting the advantages of a four-day working week, such as reduced costs and increased creativity.
Consider supporting your request with evidence and HR statistics (e.g., In any case, the average length of working hours per week in a private company is 34.4) to support your point of view and describe the details of the proposed working hours. It is important to consider possible problems and propose solutions.
6. Choose the right time
For negotiations to succeed, you must choose the right schedule and agree to track working time. This can increase the chances of a successful conversation with the employer. Avoid sending your request at a busy time for the employer and the company. You should pick a quieter period and a time when the manager will be in a good mood.
Tip: suggest keeping track of time with an automatic time tracker like Paymo Track, which is free to download and use.
Start tracking your work time now!
7. Explain the reasons for the request
Before meeting with the manager, you should prepare explanations and reasons for moving to a four-day work schedule. It is worth discussing how the job affects your mental health and well-being. Even simply raising awareness of mental health is a step in the right direction. If you have reached burnout, you should tell your employer and request a move to a reduced work week for better work-life balance.
8. Explain how a 4-day working week can be implemented
In negotiations, provide different options for adapting a four-day workweek to the company. It is worth considering options such as reducing the number of working days, hours per day, or other flexible work arrangements. If necessary, it is worth suggesting alternating shifts.
You should explain in detail which aspects of the business will change and remain the same when the new schedule is introduced. This can help the manager better visualize how the changes affect the company.
9. Offer a trial period
Before implementing a four-day workweek, you may request a trial period to evaluate the effectiveness of the new schedule. Thus, you can discuss success criteria with management, such as employee productivity, satisfaction, and cost savings for the company. It is essential to agree on the details, including the length of the trial period, timeframes, and possible support.
Conclusion
The proper preparation before negotiations can drive positive changes that benefit both employees and employers. When discussing a four-day workweek, it is essential to emphasize the benefits to the company, such as improved quality of work. It’s also worth describing work plans and limitations.
If you have prepared and demonstrated everything correctly, the manager will readily agree to the switch to a four-day work schedule. According to experts, by 2025, 80% of businesses are predicted to switch to more flexible working hours, including a shorter working week.
Tania Doshko
Author
Tania Doshko is a motivated and avid content creator who believes in the power of quality writing for business success. She finds her inspiration in careful observations and amazement with the fastly developing world.
Alexandra Martin
Editor
Drawing from a background in cognitive linguistics and armed with 10+ years of content writing experience, Alexandra Martin combines her expertise with a newfound interest in productivity and project management. In her spare time, she dabbles in all things creative.
