Tips for Productivity Interventions for Organizations Switching to a 4 Day Work Week

June 19, 2024 Gabriela Brasil

How 4 Day Week Global approaches work-time transformation

At 4 Day Week Global, we guide teams through four levels of adaptation at work, ensuring that even those teams that need to be connected every day can benefit from the 4 day work week. These levels of adaptation are as follows:

1. Shorter Work Week Redesign

We work with teams to redesign the structure of the week, allowing the transition from five to four working days without increasing the daily workload. With this, a day or period of time off is offered as an additional benefit, ensuring that employees can rest and recharge.

2. Team Communication Redesign for a 4 Day Week

We guide teams on how to adjust the way they communicate, reorganizing meetings, adjusting internal and external service schedules and formats. This redesign of communication is crucial to ensure that collaboration and connectivity are maintained, even with a reduced workday.

3. Technology Redesign for a 4 Day Week

We help teams make the most of available technology, designing systems that optimize time and reduce friction and rework. This involves identifying efficient tools for communication, document sharing, and project tracking, ensuring that teams can work effectively and productively.

4. Process Redesign for a 4 Day Week

We work together with teams to rethink existing work models. This involves deprioritizing tasks that do not add value and building new paths for teamwork. Through this redesign of processes, teams can optimize their productivity and efficiency, focusing on the most important and impactful activities.

The necessary adaptations are carried out in a collaborative effort, involving both management and the team.

Together, they work to identify the best strategies that optimize time and attention, allowing teams to make the most of the 4 day work week.

Many companies could have already adopted a reduced workday, but may face the challenge of being overwhelmed by endless meetings and distractions.

Our goal is to help them overcome these obstacles, implementing more efficient and effective work practices, so they can reap all the benefits of the 4 day week.

Give people space: Importance of trust when reducing work-time

If you want to encourage people to try new ways of working, you need to give them space.

If employees or team leaders are tracked weekly and are under pressure to show constant improvement, they will be less likely to spend a few weeks learning to use new tools that can automate routine work or invest in practices that take time to master, but pay off in the long run.

Companies that adopt this model reorganize their routine so that there are fewer distractions, meetings, interruptions.

It's a work of analysis and process improvement, which every month and with the experience of the employees, is improving to preserve people's focus on the most important work.

Individual solutions to systemic crises: Solving for a 4 day work week

Some companies expect to receive a dashboard to measure productivity during the tests.

We encourage organizations to monitor the "vital signs" of the company's health, but not to implement new productivity measures or try to create new ways of measuring individual productivity.

It's true that companies that permanently switch to 4 day work weeks do not see a drop in the company's overall performance. If everyone can do the same amount of work in 4 days that they did in 5, then, by definition, the company's productivity has increased. But this does not come from each worker increasing their efficiency alone.

Much of the benefit of the 4 day week comes from organizational and systemic change. Often, we look for individual solutions to systemic crises, such as meditation classes to help workers cope with toxic work environments, for example.

If you want a 4-day work week to work, pay attention to the systems people are using.

4 Day Week success does not happen by chance; it's crafted

Switching to a 4 day work week isn't a piece of cake. You must have a solid, positive organizational culture where trust and partnership are fundamental. It's like a harmonious mix of leaders, managers, and employees.

Even the most well-meaning plans could flop if the culture isn't right. But don't worry, if you stay organized, even big changes like leadership shake-ups or tough financial times won't stop you from making the switch for good.

Success does not happen by chance; it's crafted. Successful organizations deploying a 4 day work week excel in:

Trust Building: Strong relationships between all levels.
Effective Communication: Asynchronous and clear communication.
Crisis Management: Adaptability to changes and challenges.
Cultural Alignment: A reflection of the company's values and vision.

Leaders encourage their teams to share what they're up to, not just in the office but outside it, fostering a community that celebrates life. A unique culture begins to take shape as companies name their day off, like "Flock Fridays" or "Investment Day," adding a special touch to the week.

The success of this transformation hinges on those at the top, who lead by example. They don't merely talk about time off; they embrace it, showing that it's not just a policy but a way of life.

Create a workspace that helps people focus!

Optimizing the Physical Environment for a 4 day week

The first step is to create a space that promotes concentration. Employees are encouraged to adjust their surroundings, such as moving furniture for better focus or using noise-canceling headphones. Quiet areas can be assigned to provide a peaceful place away from noise interruptions.

Digital Hygiene to support a 4 day week

The online world is full of things that can distract us, like constant notifications and social media. Follow some rules to manage these distractions, such as checking email at set times and using tools that can stop us from going to distracting sites when we're working.

Communication Protocols when working a 4 day week

Effective communication is important but can also be disruptive. Create protocols to make communication more efficient. This will include setting expectations for response times and defining the appropriate channels for different kinds of discussions.

Training for Focus and Mindfulness to enable a 4 day week

Provide resources to teach employees how to focus better and avoid distractions. The schedule should include regular breaks to help refresh and refocus the mind.

Collaboration and Meeting Standards in a 4 day week schedule

Meetings and working together are important, but they can take up much time if they are not planned well. Create rules to make meetings faster and encourage everyone to use tools that keep all the communication in one place.

Wellness Considerations when working a 4 day week

The link between well-being and focus will be explored, emphasizing healthy habits, including exercise, nutrition, and rest.

Tailored Strategies to unlock the benefits of a 4 day week

We understand that everyone is different, so we encourage employees to find strategies that work for them and match their specific needs and preferences.

Leadership Role Modeling in 4 day week companies

Leaders will stand as pillars of focus and productivity, their behaviors serving as a model for the team.

Assessment and Feedback structure in 4 day week companies

Keep checking how things are going and getting thoughts on how well they work.

Remote Workers Integration when working a 4 day week

In our diverse workplace, we will remember to cater to the needs of remote workers. Design strategies that suit various environments, considering remote workers' unique challenges.

How to adopt a more asynchronous mode of communication when switching to a 4 day week

1. Self-Reflection

Spend 10 minutes today reflecting on your communication habits. Are there instances when you expected immediate responses? Could those instances have been approached asynchronously?

2. Draft an Email

Write an email to a colleague or a friend explaining something important. Before you hit send, read it back to yourself. Is everything clear? Have you articulated your emotions, given context, and emphasized the important points?

3. Time Block

Set aside two hours of your day for deep work. During this period, avoid synchronous communication tools. Instead, dive deep into a task, allowing yourself to focus without expecting instant messages or immediate responses.

4. Feedback Gathering

After a week, ask a few colleagues or friends about their experience communicating with you. Has anything changed? Is there more clarity?

5. Journal

At the end of the week, jot down your insights. How did it feel to adopt a more asynchronous mode of communication? Did it impact your productivity or well-being?

How can I contribute to the 4 day week movement?

So, how can we ensure the 4 day work week becomes routine over radical? We’re a non-profit organization looking to bring the 4 day week to as many people across the globe as possible. Our goal is to create a million years of new free time through 4 day week trials and transitions.

Would you like to sponsor us on this journey? Donate as little as $2 per month to become a part of this movement for a 4 Day World.

Do you want to implement a 4 day week in your organization?

Work with us to reduce your work-time! We have helped over a thousand businesses to reduce their work-time by 20%, unlocking multiple benefits including higher productivity, better employee well-being and engagement.

Depending where you are on your time transformation journey, we have different approaches to suit your organization:

Becoming an accredited employer

Get recognized as a 4 Day Week Employer to attract and retain the best talent to unlock long-term benefits.

Book in a free consultation with our team to discuss your time transformation journey with 4 Day Week Global.

4 Day Week Global