The four-day working week - does such a system work?

Introducing a four-day working week in Poland - can we follow the example of other countries?

Over the past few years, several countries around the world, including Japan, New Zealand, Spain and Iceland, have tested the four-day working week, observing positive results in terms of employee satisfaction, but also in terms of operability. Microsoft introduced the model in its Japanese offices - there, the shorter working week increased efficiency by as much as 40%. Iceland monitored employees working reduced hours in the public sector and found the venture to be a success. The pilot reduction of the working week to four days between 2015 and 2019 involved more than 2,500 employees. Productivity increased and participants in the programme highlighted an improved work-life balance.

In Poland, the first tentative initiatives in this area are also emerging. A four-day working week has been introduced at Herbapol, Spadiora and Senuto. As of 1 July 2024, the 7-hour working day model is being piloted at Leszno City Hall and as of 1 September at Włocławek City Hall. Officials work fewer hours, but are still available to residents from Monday to Friday.

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Shorter working hours from an employee perspective - what are the perceived benefits?

Even these relatively few examples show that fewer hours spent at work lead to increased productivity. Evidence to support this can be found in both research findings and subjective observations. Countries with a shorter average working week, for example Germany and the Netherlands, have generally higher productivity per hour compared to countries where people work longer, for example Greece or Mexico.

The current norms do not meet the needs of employees, and employers and legislators need to adapt to their expectations in order to avoid problems of job burnout or decreased efficiency. The concept of a four-day working week gives employees more time for personal development or contact with loved ones. This will certainly contribute to less job burnout and absenteeism, related to exhaustion and mounting frustration.

The vision of starting the weekend as early as Thursday also symbolises a change of attitude in the labour market. Projects focused on the idea of work-life-balance will be helpful in attracting new employees, encouraged by an extra day off or an hour shorter day shift. In the near future, it may well be that this additional benefit will be a real ace up the sleeve for companies planning to grow their workforce.

35 hours per week or 7 hours per day? Which model is likely to be successful in Poland?

The outdated model of the 8-hour working day, which dates back to the turn of the 20th century when productivity was closely linked to physical labour, has long ceased to make sense in many industries. In office environments and creative professions, the value of work comes more from its quality than its length. Counterintuitively, reducing the working week to four days can also act as a motivator - employees know they have less time to complete tasks, and this increases engagement, focus and efficiency.

The rise in popularity of hybrid and remote working has meant that employees increasingly expect employers to be more flexible in their jobs in the first place. The majority of people perceive adjusted working hours as having a positive impact on their quality of life, and almost a third perceive an improvement in terms of their mental health. Offering flexible working hours has become an effective way of attracting and retaining talented professionals and will be increasingly important for both current and future staff.

 Problems with the 4-day working system - what will workers and employers face?

Of course, the four-day working week model will not work in every sector. Some professions require 24/7 attendance - a new system that seems impossible to implement where 12-hour on-call duties are now commonplace. It would be a huge organisational challenge to change the rhythm of work in professions that require a special commitment. The police, the health service, public transport, the fire service or water and water treatment plants serve the whole of society and must function without interruption.

Conversely, professions that require more time to complete tasks have strictly defined work characteristics, so the new employment rules may force employers to pay higher overtime wages or hire additional staff to cover staff shortages. Ultimately, the solutions proposed by the legislator must emerge through reasonable compromises. It is already clear that they carry the risk of higher costs for employers, which is why there is considerable scepticism in many industries about the impending revolution.

How to prepare for shorter working hours? Solutions for companies and institutions

The research to date and the data collected through pilot programmes shows that the crux of the matter is to ensure employee wellbeing, which influences employee engagement, morale and productivity. This can also be achieved in other ways, including investing in modern quality management systems and monitoring working hours, as well as taking advantage of AI developments.

The help of artificial intelligence will speed up data analysis or content creation, freeing up staff time for more creative or strategic tasks. Modern CRM and ERP systems will enable better work organisation and the elimination of manual, time-consuming activities. Quality management in the company will enter a whole new level thanks to solutions that help to significantly simplify and organise everyday tasks. Developments in information technology and software dedicated to quality management will take the burden of routine duties and schematic tasks off employees. No legal regulations are needed to bring about such changes - here it is worth looking ahead now.

Quality Management System in practice - what is quality management in a company?

A Quality Management System (QMS) is a set of standards, procedures and processes designed to guarantee the highest quality of products or services offered by a company or institution. It is a structured structure that includes documentation, operating rules, company policy, team management methods, safety standards, audit processes, risk management, and corrective and preventive actions (CAPA).

One of the main advantages of a quality management system (QMS) is the centralisation of data and documentation. All quality information is collected in one place, making it easier to access, organise and more efficient. The QMS reduces the risk of errors and duplication, and the automation of processes, such as notifications for reviews or training, improves quality management. It also automates routine tasks - document management, non-compliance tracking or audit planning.

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Higher working standards in the company thanks to modern solutions - summary

 

The new working time in Poland is intended to apply from 1 January 2027 at the latest. Will this system work in Poland? Yes, provided that reasonable provisions of the law are worked out. The fact that the final content of the new provisions in the Labour Code will not be created immediately and will not come into force as early as the beginning of 2025 has its good points. The larger time buffer will allow companies to prepare for the change in the employment model and to implement appropriate solutions, including those concerning working time recording and quality management systems.

Effective time management and accurate monitoring employee working time will allow optimum use of resources, supporting companies in managing their staff and production processes. Regardless of upcoming changes to the hourly employment model, modern solutions are worth implementing now, especially as the software can be integrated with other business systems and gain full control over different areas of the company's operations.