How we implemented the 4-day working week and how it's going

Have you ever heard someone saying that the pandemic has changed our lives and the way we work? Of course you have!??

The ability, or the need, to work remotely instead of from the usual workplace has given rise to new needs and desires. We have all heard of Great Resignation, Great Attrition, or even Big Quit.?

These terms refer to the significant increase in resignations, a phenomenon that began in 2021 and is affecting many companies. According to 麦肯锡 , 40% of workers globally are interested in changing jobs in the next 4-6 months.?

The causes of this trend include burnout, the search for a job that takes into account personal well-being, and the desire to maintain a work-life balance. This is not a new need, but the pandemic has increased its scope.?

What are the consequences for companies??

High staff turnover necessarily causes a decrease in business productivity in the short to medium term. This is one of the most direct and obvious consequences of this trend.?

The sudden need to fill one job leads to a greater workload for the rest of the employees, which in turn forces companies to put aside growth projects or, in the worst case, slow down the normal execution of standard activities. Add the real or perceived lack of qualified personnel for our companies, and the problem is serious.?

Decreased productivity and the time it takes to search for and train new employees fuel expenses that could be avoided, with direct consequences on the company's ability to produce wealth as well. To slow turnover, we need to rethink the approaches to work we got used to.?

Employees, especially younger ones, want to have more control over their time, and be able to decide where to work. In short, they want to be able to live their own lives. Allowing employees to work remotely is the first step in this direction. The good news is that the technology to support this new work model exists, and it works. Investing in “digitization” is now no longer a competitive advantage, but a necessary strategy to have happy employees and stay ahead of competitors.?

The ability to work remotely (Work from Anywhere), flexible schedule and reduced working hours are just some of the measures to increase flexibility for employees.?

For some years now in many countries (less so in Italy, unfortunately) the possibility of decreasing the working days per week (from 5 to 4) is being discussed. Several countries have joined this movement and decided to test it: Iceland, United Kingdom, Belgium, Spain, Japan, Scotland and New Zealand.?

The results are astounding. More productive and happy employees, reduced turnover, reduced burnout.?

What are the benefits of this model??

1) Cost reduction: in times of energetic crisis, fewer employees in the company could lead to lower business costs. In addition, employees can save on transportation costs.?

2) Greater satisfaction: the short working week gives employees the opportunity to spend more time with their family and friends, leading to a better work-life balance.?Greater satisfaction = greater loyalty to the company; this is a win-win situation.?

3) Reduction in burnout and related absences: burnout caused by intense working schedules causes uncontrolled absences that are difficult to manage. Reducing work days can help and solve this problem.?

4) Increased productivity: the need to concentrate activities in 4 working days instead of 5 necessarily leads to rethinking traditional work models, releasing creativity in the search for innovative solutions and leading, as a result, to increased productivity.?

5) Retention and talent attraction: the implementation of the short working week and a flexible work model increases employees’ loyalty and is able to attract top talents (since this working model is still pretty new).?

Of course, the short-week working model does not fit all types of companies and industries. Only companies where management is able to think creatively and revolutionize the business model can consider this option.?

But is it really (im)possible??

Studies show that most employees spend a third of their time in easily avoidable meetings, using outdated technology, or busy on low-value-added activities.?

Considering the short working week requires a thorough analysis of daily activities (remember the Pareto principle?). But it is not enough.?

Here are some suggestions:?

1) Reduce meetings from 60 to 45 minutes, and decrease their frequency. Most meetings can be replaced by e-mail messages or shared files that the team can collaborate on. Forcing the team into (in-person or remote) endless meetings is never a winning strategy.?

2) Implement automation wherever possible. Technology exists, for almost everything. Replacing human labor with automation, especially for performing repetitive tasks, is a critical step (whether or not you want to implement the short-week model). If routine tasks are delegated to technology, employees will be grateful.?

3) Consider outsourcing collateral activities. Performing non-core activities in the company often results in serious inefficiencies and non-strategic use of company resources. Consider outsourcing these activities should be a priority.?

4) Adopt coaching with your teams. Employees, if properly challenged with the right tools, can be innovation champions and stimulate the development of a mindset aimed at continuous improvement.?

Starting October 17, Creative AI and Creative Words have adopted the short-week model for all team members in a one-year pilot project.?

During this period we will monitor customer satisfaction, quality, and employee stress level as key indicators to measure the success of this initiative.

The model we have adopted is 100:80:100: 100 percent of salary, 80 percent of hours worked and 100 percent of productivity, but we expect that productivity may even increase.?

November, the first full month with this new model, has been one of the best months in Creative Words’ history and we went through it pretty smoothly.?

I am aware that we have just started this journey, and that we will need to keep monitoring different KPIs in the next months.?

They say one of the most dangerous phrases in business (and I would add in life) is “Things have always been done this way”.?

I love to think they can be changed ??

(the article has been adapted from the one originally published on Genova Impresa)