In recent years, the concept of a 4.5-day working week has gained popularity as a way to improve work-life balance and enhance productivity.
While this idea may seem unconventional for law firms, it holds numerous benefits that can transform the work culture and positively impact both employees and the overall business.
The idea of a reduced working week is not novel and even a 4.5-day working week falls short of the expectations of renown economist John Maynard Keynes, who predicted in 1930 that his grandchildren would only work for 15 hours a week – in essence on Monday and Tuesday with the rest of the week as a 5-day weekend.
While a 2-day working week remains a pipedream for most, reducing the amount of time employees are required to work, without reducing productivity is an achievable goal. This is especially the case in Hong Kong, a jurisdiction that is widely recognised as having among the longest working hours in the world – averaging close to 48 hours per week (compared to around 37.5 hours in Europe and 40 hours in USA).
While 48 working hours a week may seem high to some, leaving little quality personal and family time, it must be remembered that Hong Kong only reduced the working week from 5.5 days to 5 in 2006 for Government staff which had a knock-on effect of standardising the working week to 5 days across most of the private sector.
4.5-day Working Week at Hugill & Ip
This summer at Hugill & Ip we launched a trial in July and August cutting the working day on Friday to lunchtime. Employees were very enthusiastic about being able to spend more time with their families – especially as children were off school doing summer break – and relax with friends, do more physical activities or simply having more time to run errands that sometimes are a challenge to be achieved during an intense work week.
Not having accumulated enough data about productivity levels throughout the summer, we decided to extend this trial to October and November. Now we can confidently say that not only general productivity has increased, but also morale has improved. From 1 December the 4.5-day workweek policy will become permanent at Hugill & Ip. We have considered several factors when coming to such conclusion, of which some are highlighted below.
Enhanced work-life balance
One of the primary benefits of a 4.5-day working week is the improved work-life balance it offers employees. By reducing the traditional 5-day workweek to 4.5 days, employees have more time to pursue personal interests, spend time with family, and take care of personal responsibilities. This promotes well-being, reduces stress, and increases overall job satisfaction, ultimately leading to less absenteeism and higher employee retention rates.
Increased productivity
Contrary to the belief that reduced working hours lead to decreased productivity, several studies and our firm’s experience have shown that a shorter workweek can actually boost efficiency. With a compressed schedule, employees are more likely to focus on completing tasks within a shorter timeframe, leading to improved time management and heightened concentration. Furthermore, employees who have a good work-life balance are more motivated and engaged, resulting in higher quality work output.
Attraction and retention of top talent
In today’s competitive job market, attracting and retaining top legal talent is crucial. Adopting a 4.5-day working week can be a unique selling point for businesses, making them more attractive to potential candidates. This flexibility in working hours demonstrates that the employer values its employees’ well-being and recognizes the importance of work-life balance. Additionally, existing employees are more likely to remain loyal to an outfit that prioritizes their personal needs.
Client satisfaction
A well-rested and motivated workforce is essential for providing excellent client service. By implementing a 4.5-day working week, organizations can ensure that their staff have sufficient time to recharge and maintain a healthy work-life balance. This leads to improved client interactions, increased responsiveness, and ultimately, higher client satisfaction rates.
We are asked what happens if a Court hearing falls on a Friday afternoon or a client has urgent requests? This is something that lawyers have to take in their stride – even with a 5-day working week, business pressures and client needs sometimes necessitate working at weekends or late into the night. Sometimes ‘overtime’ is required so that results will still be delivered to clients.
We have found, however, that employees will not mind putting in extra time when they know that usually they are able to enjoy a shorter working week on a longer-term basis.
We have even found some employees that particularly enjoy working on Friday afternoons when the office is quieter, and they can focus on their work. We think it is fair to say that in most office environments employees take their foot off the pedal somewhat during Friday afternoon and they can then become a distraction to other employees who are urgently working to meet a deadline.
Reduced burnout risk and improved mental health
The legal profession is known for its demanding and high-stress nature, which can lead to burnout and mental health issues among employees. Transitioning to a 4.5-day working week can help alleviate these concerns. By providing employees with additional time for self-care and relaxation, law firms can mitigate burnout, reduce stress levels, and promote better mental health. This, in turn, creates a more positive and supportive work environment.
Implementing the new policy and HR issues
The are few legal and HR issues to take into consideration when implementing a reduced working week. The first question we are asked is whether we have to change the employment contracts for all staff. We have taken the decision not to do this and implement the 4.5-day week as a policy – since it is intended to be for the sole benefit of the employees, we have not received any push-back. Now that we have decided to adopt the reduced working week on a permanent basis, updated contracts will be issued to new starters.
If a business wishes to implement a similarly reduced working week, we advise them to also do it as a ‘policy’ on a trial basis to see if it works for the benefit of the business and their staff.
In contrast to the slashing of the working week that happened in the 2008 GEC and during COVID-19, where reduced hours meant reduced pay, since the intention now is to maintain productivity, but with fewer working hours, the reduced week has not resulted in any reductions to pay.
A number of HR aspects need to be taken into consideration, a key one being how annual leave is taken on Fridays and whether only a half-day needs to be booked to secure the entire day as holiday. This is ultimately a decision for the business, and we think should very much depend upon whether employees receive only statutory minimum annual leave or if a generous annual leave allowance is provided.
Final considerations
While transitioning to a 4.5-day working week may require careful planning and adjustments, the benefits it offers to employers are significant. Enhanced work-life balance, increased productivity, attraction and retention of top talent, improved client satisfaction, and better mental health are all compelling reasons for law firms to consider adopting this progressive approach to working hours.
By embracing this change, organizations can foster a more motivated, efficient, and satisfied workforce while maintaining a competitive edge in the business.
If you require assistance or have any query related to HR policies, please do not hesitate to contact our Employment team.
This article is for information purposes only. Its contents do not constitute legal advice and readers should not regard this article as a substitute for detailed advice in individual instances.
The article was also published on The British Chamber of Commerce in Hong Hong website in the Reports & Articles section
