How to successfully move your business to a four-day work week

What if working less could actually achieve more?

The concept of a four-day work week is no longer just a dream for employees or a radical experiment.

With more than 200 UK companies already adopting the model, many businesses are wondering if it could work for them.

Moving to a four-day work week has the potential to improve productivity, boost employee morale, and even help attract and retain top talent.

But it also comes with its challenges.

So how can you successfully make the shift?

In this article, we explore the pros and cons of moving to four days, what it means for employee contracts, potential impacts on your customers, payroll considerations, and actionable steps to make the transition.

Here’s what we cover:

The pros and cons of moving to four days

A four-day work week has become an attractive option for many businesses.

But it’s important to weigh its benefits and challenges before committing to such a significant change.

On the positive side, research has shown that employees working fewer or compacted hours often become more focused and efficient, leading to a boost in productivity.

Having that extra day off can significantly improve work-life balance, reducing stress, allowing for more time with family, and helping to encourage better mental health.

This can make your business more appealing to current and prospective employees, setting you apart as an employer of choice.

However, there are also challenges to consider.

Condensing five days of work into four, for example, requires careful planning to avoid employee burnout.

And if your business provides customer-facing services, clients may experience reduced availability, which could impact satisfaction levels.

The initial implementation phase may also require investment in training or technology to maintain efficiency.

Role-specific feasibility is another challenged that can’t be ignored.

Kate Palmer, employment services director at HR consultancy Peninsula, highlights this, noting, “While the news of a four-day working week would be welcomed by many employees, whether this is feasible for the needs of the employer and the business is dependent on the employee’s role and the company’s operations.

“For example, in the four-day working week pilots which have been carried out, there have been reports of this being a great success within some office-based roles; however, this is yet to be tested on a diverse pool of industries.”

This makes it essential to carefully evaluate how such a shift could affect your unique business operations.

Adapting employee contracts for a four-day week

Switching to a four-day work week isn’t necessarily just about reducing hours. It’s also a contractual change that must comply with employment law, meaning you will likely need to issue updated employment contracts that clearly outline:

• The new working hours
• Salary adjustments (if any)
• Revised expectations for employee responsibilities.

Any amendments to terms of employment must be agreed upon by your employees beforehand, so being clear in your communication is really important.

It’s worth speaking to an employment solicitor to make sure all changes are legally binding and transparent.

And involve employees in discussions about these changes early on, as this helps build trust and ensures a smoother transition.

Ben Willmott, head of public policy for the CIPD, offers an important reminder here.

He says, “Flexible working has to work for both the business and workers if it’s to be sustainable, and this needs to be recognised in any changes to regulation.”

Maintaining customer satisfaction during the transition

Your customers are central to your business, so it’s really important to consider how they could be affected by a move to a four-day work week.

If your business involves direct customer interaction, you might need to adjust service hours or stagger your employees’ days off to make sure you have proper coverage during peak times.

Communication is key, so inform your clients about the changes well in advance and highlight the benefits, such as potentially improved service quality due to happier, more focused employees.

Technology can also play a crucial role in maintaining customer satisfaction, so have a think about automating processes or offering self-service options, which can help to make sure your customers receive support even when your team is unavailable.

Understanding payroll considerations

Payroll is another critical area to address when implementing a four-day work week.

One of the biggest decisions you’ll need to make is whether to reduce pay in line with reduced hours or maintain salaries despite the change.

Some businesses opt for longer working days to condense five days of work into four, while others reduce total hours worked.

If you choose to maintain salaries, this approach often relies on increased productivity to offset the costs. However, it’s important to carefully evaluate how the new structure will impact employee wellbeing and performance.

Updating your payroll systems to reflect changes in hours and pay structures is vital. Make sure your payroll team is fully briefed, and any adjustments to overtime calculations or benefits are clearly communicated to employees to avoid confusion.

7 steps to successfully implement a four-day work week

Transitioning to a four-day work week requires a heck of a lot of strategic planning and effective communication.

Here’s how you can make the shift successfully.

Step 1: Assess your business needs

Start by working out whether a four-day work week is actually feasible for your business, and think about how it aligns with the expectations of today’s workforce.

Opening up discussions with your employees can give you valuable insights into their needs and expectations, helping you design a model that works for everyone.

Step 2: Run a trial period

Before committing fully, implement a trial period to test the waters. This gives you the chance to gather data on productivity, employee satisfaction, and customer feedback.

Use the trial to identify any unforeseen issues and refine your approach. For example, some businesses find success by staggering days off to maintain coverage throughout the week.

Step 3: Communicate openly with your team

Transparent communication is crucial for a smooth transition. Keep your employees informed about the reasons for the change, the expected benefits, and how it will work in practice.

Invite feedback and address concerns to build trust and encourage collaboration.

Step 4: Redesign workflows and processes

Moving to a shorter work week often requires streamlining workflows to maintain efficiency, so identify tasks that can be automated or eliminated to free up time.

Provide training and resources to help employees adapt to new tools or processes, and make sure everyone is equipped to work efficiently within the new schedule.

Step 5: Update policies and contracts

Work with HR and legal experts to update employee contracts and company policies. Clearly outline the new working hours, any changes to pay or benefits, and expectations for performance.

Making sure these updates are documented and agreed upon by employees will help you avoid misunderstandings later down the line.

Step 6: Inform your customers

Communicate with your customers about the change well in advance, and highlight how the shift could benefit them, such as improved service quality due to more engaged employees.

Offer solutions to potential concerns, such as extended service hours on working days or increased self-service options.

Step 7: Monitor and adjust

After implementation, continuously monitor the impact of the new schedule. Gather feedback from employees, customers, and stakeholders to identify areas for improvement.

You should always be prepared to make adjustments as needed to keep the model working for everyone involved.

Final thoughts

The idea of a four-day work week isn’t just a theoretical concept any more. It’s a real evolving trend that continues to shape how we think about work.

While no two businesses will approach it in the same way, exploring this shift could open up new possibilities for how your team operates, collaborates, and thrives.

As workplace dynamics and employee expectations continue to change, adapting to these shifts may become less of an option and more of a necessity.

Whether or not the four-day model is right for your business today, it’s worth considering how flexible working could align with your long-term goals.

The future of work is still being written—this may just be the first chapter.