How to Implement a Compressed Work Schedule

What is a compressed work schedule?

A compressed work schedule is when a full-time employee works a traditional work week, generally consisting of 35 to 40 hours, in fewer than five days. A compressed work week is a flexible option that allows employees to work more efficiently and achieve a more positive work-life balance without sacrificing a full-time salary or benefits.

“Compressed work schedules … give businesses the flexibility to meet the demands of the company, but [they] also [build] employee engagement,” explained Brenda Neckvatal, a group dynamics expert and crisis management coach. “Many employees would rather work [four 10-hour days] in exchange for an extra day off in the week.”

There are various ways to set up a compressed work schedule, including the following popular options: 

• 4/10 work schedule: This is one of the most common compressed work schedules. In this setup, employees work 10 hours per day, Monday through Thursday, to earn the day off each Friday. 
• 9/80 work schedule: In this arrangement, an employee works nine hours per day for eight days and eight hours per day on one day to accumulate one day off every two weeks. 

How do you plan a compressed work schedule?

If you’re thinking about implementing a compressed work schedule, consider the following essential tips during the planning process:

1. Ask the right questions to ensure your plan is solid.

When planning and implementing a compressed work week, you must ask the right questions to avoid issues once an employee’s schedule changes.

You should also consider your customers to ensure the new schedule doesn’t interfere with business demands and evaluate whether the workload will remain manageable during extended hours. A compressed work schedule might be fine for an overworked employee in the short term, but it could have adverse effects over time.

2. Get employee buy-in.

To keep staff motivated, it’s important to get your employees’ buy-in so that everyone is on the same page and supportive of any changes being implemented. After all, the employees will be most affected by the shift.

You must consider what’s best for the company if employees are divided on adopting a compressed work schedule. If a small minority doesn’t want it, will the policy change, or is it an optional schedule adjustment? Be sure not to force longer hours on an employee who can’t — or doesn’t want to — change the agreed-upon schedule in their contract.

3. Communicate with employees.

To ensure a compressed schedule works for all parties, you should communicate openly with your employees on a compressed schedule and monitor the arrangement to see if it’s going smoothly. Giving employees the chance to be open — preferably in a one-on-one setting — shows that you’re on their side and that they’ll have the support to navigate any issues that arise.

Make sure your whole team is aware of any compressed schedules being implemented, even if changes aren’t being made in their department. Schedule changes can affect the entire company due to employees’ differing hours and availability. It’s essential to keep everyone’s needs in mind and help the team adjust to the new structure.

Keep an eye out for signs that the compressed schedule isn’t working well for your team, such as fatigue, employee burnout or concerns about lack of support. It’s important to regularly check in and make sure everyone’s needs are being met.

How to implement a successful compressed work schedule

If you’re ready to implement compressed work weeks, follow these best practices to increase your chances of success and ensure you have happy, thriving employees:

1. Check your local labor laws.

Labor laws may come into play in certain states, particularly regarding overtime pay. For example, California labor laws state that a compressed work week with shifts longer than eight hours may require some employees to be compensated for overtime.

Check your state’s rules and regulations regarding overtime and the legal limits for how many hours an employee can work per day to ensure you don’t violate employee rights or run afoul of labor laws.

2. Select a time and attendance system to keep track of schedules.

To prevent staffing issues caused by specific employees’ compressed work schedules and ensure adequate coverage, keep a close eye on your whole team’s hours. The best time and attendance systems allow you to manage schedules, create attendance policies, and edit employee timecards as needed if there are last-minute adjustments.

3. Ask for employee feedback.

To ensure a compressed work week is beneficial for everyone, request feedback regularly from your employees to see if they have suggestions for improving the arrangement. Keep track of their input and implement reasonable changes when possible.

4. Modify and remain flexible.

Both employers and employees will need to adjust to compressed work schedules. As an employer, you should remain flexible and open to change to ensure the plan works for everyone. Keep an open mind and be willing to try different approaches to find what suits each employee best. Don’t be afraid of trial and error — or of returning to a standard schedule if the new setup doesn’t work.

What are the benefits of compressed work schedules?

A compressed work schedule can bring significant benefits to workers and employers, including the following.

1. Potentially improved work-life balance

Employees who work a compressed schedule often find they have a better work-life balance, especially when it comes to personal errands or appointments that need to happen during standard business hours. Although these errands are difficult for a 9-to-5 employee to complete without taking time off, those with a compressed work week have more free time to complete personal tasks without using paid time off or losing pay.

“The biggest advantage of a compressed work schedule is that employees … spend less time commuting and have more time outside of work to take care of their personal duties,” said Christine Macdonald, managing partner at DCM Partnership. “This extra freedom and flexibility mean that employees will be more focused on the task at hand.”

2. Better morale and productivity

An extra day off can boost employees’ morale and lead them to be more focused and productive in their work, with fewer interruptions. They will feel more motivated and empowered to do better in their roles, knowing they have control over their personal time and don’t need to worry about important tasks falling behind.

3. More time for family and passions

By working a shorter week, employees can organize their schedules to suit their lives. This gives them extra time to spend however they choose, whether that’s relaxing, spending time with family or taking care of personal matters. With the flexibility of a compressed work schedule, employees can get an additional scheduled day off without losing their full-time income and employee benefits.

4. More flexibility and retention for employers

A compressed work week helps employers attract and retain talented team members who value flexibility. Additionally, businesses can broaden their hours of operation by having employees work extended hours on fewer days, rather than everyone working the same shift schedule.

This added flexibility can also lead to better attendance and fewer call-outs. With an extra day off built into their schedules, employees are less likely to miss work for personal errands or appointments, reducing unplanned absences and keeping productivity steady.

What are the drawbacks of compressed work schedules?

Compressed work schedules may not be a good fit for every employee or workplace. Keep the following potential downsides in mind:

1. Longer workdays

Making the switch to longer shifts isn’t always easy, especially for people who’ve never worked anything other than a standard eight-hour day. Without the right support (at work and at home) and mindset, the longer hours can really take a toll, both mentally and physically.

If an employee isn’t used to working a compressed schedule, it can be difficult to push through the extended hours while their 9-to-5 co-workers head out for the day. The longer workdays can drag on and lead to a lack of motivation if the employee doesn’t manage their time well.

For some, the long shifts, reduced supervision and absence of co-workers during certain hours can make it hard to stay engaged, leading to lower productivity.

“Some employees … are able to maintain consistently strong work for an entire 10-hour shift, [while] others may check out mentally after hour six or seven, meaning you get fewer useful work hours from them under a compressed schedule,” said Matt Erhard, managing partner at recruiting firm Summit Search Group. “It all comes down to knowing your team, their work style and the type of work they do when you’re deciding whether compressed schedules can work for your team.”

2.  Potential for burnout

If an employee is overwhelmed and feels the work will never end, they should step back and take a break to reset with some personal time. By not addressing these feelings, employees will exhaust themselves and head toward burnout, severely hindering their work and demeanor.

By finding ways to prepare for this adjustment mentally and maximizing their out-of-office time, employees can avoid burnout and keep the momentum going to maintain a compressed work schedule.

3. Potential child care and scheduling issues

Although a compressed schedule can be beneficial to many employees, others may find it more inconvenient than helpful. While it offers extra personal time and calendar flexibility, it may also require employees to work hours that are less compatible with the schedules of others.

Scheduling conflicts can arise when relying on public transportation, visiting places like the bank or DMV that operate on strict hours, or coordinating child care drop-offs and pickups.

With a compressed workweek, extended hours can cause an employee’s daily availability to be out of sync with other businesses that operate on a 9-to-5 basis. With issues like child care, this could force employees to find alternative solutions, which can mean added expenses.

Julie Thompson and Sean Peek contributed to this article. Source interviews were conducted for a previous version of this article.