The thought of a four-day working week is clearly appealing and it’s a topic that has been floating around for some time. It’s therefore unsurprising that more and more organisations are adopting it and news channels are full of talk about people shifting their work-life balance to four days on and three off.
Can this approach work in the world of practice managers? Could we ever possibly entertain the notion of spending less time at work? Surely we’re all way too busy? Well, think again, because it’s an idea numerous PMs are adopting – with great success.
Efficiency is the real measure
All workplace productivity experts agree on one thing when it comes to working patterns: efficiency should not be equated with number of hours or days worked because they are not the same. Yet, all too often today’s bosses – including those right at the top of the NHS – think more is better.
However, most studies on the subject seem to suggest the more hours there are for work, the more people find ways to distract themselves because they desire change from their routine. It doesn’t necessarily mean more time for efficient work.
Managed well, the four-day week also guards against overwork and long workweeks that leave the weekend confined to nothing more than recovery and recuperation, ready for the next overly long workweek. It puts the “balance” and the “life” back into the over-used phrase “work/life balance”. The potential for “hidden overtime” is also reduced – there are only three evenings a week when you go home from a day at the office still in “work mode”, answering emails in the evening. And there are only four lunch breaks to eat into, four opportunities for early starts or late finishes.
Putting it into practice
With the above in mind, how have practice managers that have adopted a four-day working week succeeded? What processes did they have to put into place?
One PM told us: “I’m relatively new to practice management and had seen the idea work with success at my previous employer, which was a Swedish firm where four-day weeks are commonplace. I didn’t like how much overtime I was using but realised that the problem might have been me. I trialled the idea for a month and found that the processes actually sorted themselves out. Cutting my days focused my mind and made me more disciplined with my attention and time. I started saying yes to fewer things and focused on the stuff that was absolutely essential or added the most value.
“I found with a five-day week that I would walk in on Monday morning with a feast of days ahead. I would decide not to start that big project until the afternoon, or leave it until Tuesday morning because I was being distracted. When I knew I only had four days, somehow I felt empowered, so I just got on with the job. I also find that once I’m in work, I don’t really mind working a slightly longer day; if I’m mid-flow at the end of the day I’ll keep going.
“If you factor in everything I do, my hours aren’t much less. But I’m doing more when I am in work and only commuting four times a week so am much fresher all round.”
Flexibility is needed
Another PM, commenting on this topic on the Practice Index Forum, said that flexibility is needed to make a four-day week a success. “I try to work four long days and have one day off. However, the reality of that is that invariably there are meetings I need to attend on my ‘day off’ and I also use it as a ‘catch up day’. A day when no-one is expecting me to be here, so I can come in a bit later, shut my door and catch up with everything, then leave a bit earlier than I normally would. I would estimate that maybe one in three I actually get a full day off. I am happy with this arrangement though, I get paid to do a job and if some weeks that job takes more hours to do then so be it.”
This is a valid point, and companies that have successfully cut the working week say success is about maximising productivity and creating a sustainable workplace that gives people autonomy to get the work done as they choose, whilst also supporting their life outside of the office.
Rotation
Another idea used in practices is to work on a rotation basis. This is especially useful where there is more than one member of staff doing a certain job, such as a PM and assistant PM, or multiple receptionists. People then have alternate Fridays off (or any other day for that matter, if it suits better), which also has the impact of easing the transition and, if spread across all staff, can be easier to manage than when it’s just the PM doing it.
Life changing
If managed properly and when productivity/efficiency is put first, shorter working weeks can be beneficial. Another PM commenting on the Practice Index Forum said: “I work four long days, Monday to Thursday, but having Friday off has changed my life. I find I work far more effectively, suffer far less minor illness and my stress levels are finally under control.
“Now I dedicate myself to work four days a week, I do household chores etc on Friday and my kids get my undivided attention every weekend. Before I changed to four days I was constantly suffering minor illness and my stress levels were through the roof as I never felt I was giving anything my best.”
That’s a lesson we can all benefit from!
Have you tried shifting to a four-day week? Did it work or not? What tips can you share? Please comment below or take it to the Practice Index Forum.
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May 5, 2017 at 10:55 am
I’ve been working four days a week for a few years now and agree with the comments in the article. I find that I’m more focused and productive than when I worked five days a week. I have a second (self-employed) job which makes it impossible for me to attend meetings that are held on my day away from the practice but otherwise I haven’t encountered any difficulties. I’m happier, less stressed and more productive. It’s a win win for me!
May 6, 2017 at 5:44 am
I’ve recently moved practice and adopted four day working. I aim to take Friday off but am flexible and swap occasionally depending on what’s going on. I love it and it has made a big difference to my stress levels. I tend to work four longer days but not always. It’s helpful in that it has made me prioritise more. I would say it has made me more efficient in that I don’t leave things until the end of the week but tackle stuff as it comes in.
May 8, 2017 at 11:48 am
A survey we carried out a couple of years ago suggested that the vast majority of GPs were now working a four day week or less. To work a five day week has become a rarity. You have to remember that GPs have since the beginning of time 1911, worked a four and a half day week, although they did work Saturday mornings. But having said that I started to work a four and a half day week, leaving at 1pm on Fridays. I still worked 37.5 hours plus. A case of needs must. However eventually after I retired I work a three half day week in two relatively small practices – I found that hard work. I have always thought that what’s good for the goose is good for the gander and I would encourage practice managers to look for a shorter working week but doubt whether there would be a similar reduction in hours.