Workin’ nine to five? Not quite. While a 40-hour workweek has long been considered the standard, there are plenty of other types of work schedules out there. A 9/80 schedule is one that some employers swear by.
But, what is a 9/80 schedule and how can you tell if it’s the right fit for your team and small business? Let’s answer all of your burning questions about this work arrangement.
What is a 9/80 schedule?
When employees work a 9/80 work schedule, they work the following hours over a two-week period:
- Eight nine-hour days
- One eight-hour day
- One day off
Employees work an extra hour for eight chosen days in a two-week workweek, but are rewarded with one workday off every other week.
For that reason, you might also hear this referred to as a compressed workweek.
If you do the math, you’ll see that an employee is working a total of 80 hours over a nine-day period (rather than a more traditional 10-day period), hence the “9/80” name.
9/80 work schedule: An example
When compared with more traditional workweeks, we know this can seem a bit like a jigsaw puzzle. So, let’s take a look at a sample 9/80 work schedule so you can get a grasp of what this looks like in practice.
During the first week of the pay period, an employee would work:
Monday: 7AM - 5PM (one hour lunch break)
Tuesday: 7AM - 5PM (one hour lunch break)
Wednesday: 7AM - 5PM (one hour lunch break)
Thursday: 7AM - 5PM (one hour lunch break)
Friday: 7AM - 5PM (one hour lunch break)
TOTAL: 45 hours of work
During the second week of the pay period, an employee would work:
Monday: 7AM - 5PM (one hour lunch break)
Tuesday: 7AM - 5PM (one hour lunch break)
Wednesday: 7AM - 5PM (one hour lunch break)
Thursday: 7AM - 4PM (one hour lunch break)
Friday: OFF
TOTAL: 35 hours of work
What are the benefits of a 9/80 work schedule?
It’s easy to see the advantages of this sort of schedule for your employees: They get an extra day off every other week. Nobody is going to complain about a three-day weekend.
But, what about you as the employer? What do you stand to gain from offering this work schedule to your team? Here are a few potential benefits.
1. Improved morale, engagement, and retention
This schedule allows your employees to enjoy more days off, and that fact offers some perks for you as well. Why? Because work-life balance seriously matters to your employees.
In a survey of 2,200 employees, respondents ranked work-life balance as the most important factor when evaluating a job prospect—even above salary and a flexible schedule. In a separate survey, 62% of respondents said that work-life balance is the most important part of a workplace culture.
Here’s what happens when employees feel like they’re empowered to have a life outside of work: they’re happier, more committed, and stick around longer.
Work-life balance has been proven to boost engagement (employees are over 20% more engaged when they have the right amount of balance). And, engaged employees are less likely to hit the road in search of greener pastures.
2. Increased productivity
Work-life balance has also been proven to boost productivity. But, beyond the fact that increased engagement inspires your employees to crank out more work, that extra hour they’re working accomplishes a lot too.
This is especially true if you’re in an industry that has employees out in the field—like construction, as just one example.
When employees can stay an extra hour on the job site, they have more time to get more work accomplished on that single given day. That saves time and money deploying your workforce to that same job for shorter days. When there’s travel and setup time involved, you want your employees to be able to dedicate a good chunk of time to the actual work.
What are the drawbacks of a 9/80 work schedule?
This type of schedule certainly has its upsides. But, like anything, it isn’t without its disadvantages. Here are a few you should be aware of.
1. Confusion about overtime pay
There’s no denying it: This type of schedule isn’t quite as straightforward as a standard 40-hour workweek. And, that can lead to some confusion and even administrative headaches on your end.
Unless you plan out your schedule just right, you might find yourself needing to offer overtime pay. The Fair Labor Standards Act (FLSA) states that “covered nonexempt employees must receive overtime pay for hours worked over 40 per workweek.”
In the example we outlined above, you can see that one workweek was 45 hours. That could mean that your employees are entitled to five hours of overtime pay during that first workweek.
You’d need to move the pieces around, track time and work in two-week periods, or find loopholes (for example, stating that your Friday workday technically “ends” at noon, so that afternoon hours get counted toward the next week) to ensure that each workweek is only 40 hours. It’s a lot of juggling.
2. Coordination of work coverage
One day off for your employees is nice, but it can throw some wrenches into your own processes and tasks.
Work doesn’t stop just because one employee is out, so you’ll need to find ways to cover the work of employees on their days off—so that things don’t come to a screeching halt. That can be challenging and lead to some crossed wires and missed deadlines.
3 tips for implementing a 9/80 schedule
Considering instituting a 9/80 schedule for your own staff? Here are three tips to help you do it right.
1. Require clear communication
When you’re going to have different employees off on different days of the week, it’s tough to keep things running smoothly. Clear and proactive communication should always be a priority for your team, but especially if you’re going to use a 9/80 work schedule.
Employees should get in the habit of providing a recap of where they’ve left off before they sign out for their day off, so other employees can seamlessly pick up the baton. Additionally, it’s wise to standardize your procedures so people know where to find things or how certain tasks should be completed. It will save you a lot of hassle in the long run.
2. Keep consistent days off
As your employees get accustomed to a 9/80 work schedule, they might want to start to move around their day off every other week. They’ll give themselves an even more flexible work schedule by taking Monday off one week, and then a Friday off another time.
This can make things even more confusing for you, especially when you’re trying to ensure you don’t violate any laws. It’s in your best interest to require your employees set a chosen day off for each pay period. That will be much easier for you to manage.
3. Automate the payroll process
When your staff isn’t working traditional 40-hour workweeks, payroll can get a little more complicated. And, if you’re like most small business owners, you go cross-eyed looking at spreadsheets.
Put a solution in place (like Hourly!) to automate the payroll process and take some stress off your own plate. Regardless of what schedule your employees are on, you’ll be able to efficiently track time and run more accurate payroll. Hourly will even factor in vacation and sick days.
Is a 9/80 schedule right for your business?
Some companies love a 9/80 schedule, while it’s not the best fit for others. Ultimately, you’re the only one who can decide on the right work arrangements for your business and team.
If you’re confused, don’t hesitate to talk to your employees and find out what they’d prefer. It will give you some helpful insights about the best work schedule for your unique needs, while also showing your employees that you value them, their opinions, and their work-life balance.
1. Introducing Yourself
Your introductory email needs to pack a lot of information into a small package. Try something like this:
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Hello Jane,
My name is John Doe and I work for ABC Agency, where we provide business insurance policies to many of Dallas' rockstar small businesses.
Congratulations on your new business, Jane's Bakery. Are you wondering if you have all the insurance you need? Or if your policies will really cover you in a pinch?
At ABC Agency, we pride ourselves on providing robust, comprehensive coverage options to companies like yours with flexible, pay-as-you-go plans.
Are you available this week to talk more about how we can help? I can help you find the most affordable rates and the best policies out there.
I look forward to speaking with you soon.
Cheers,
John Doe
2. Presenting a Quote
Once you've met with your potential client, a quick reply with their quote will get the ball rolling.
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Hi Jane,
Thanks so much for meeting with me this morning. I loved touring Jane's Bakery–I can still smell those delicious chocolate chip cookies baking! You have a great location, and I'm sure you're going to do great on Front St.
After reviewing my notes, I've pulled together an insurance quote for you (attached). I recommend a business owner's policy. A BOP includes several insurance products in one: liability, property insurance, and business interruption insurance. It offers robust coverage at a competitive price.
I'll call you in a few days to see what you think about this insurance plan. In the meantime, if you have any questions, don't hesitate to email me or call me at [phone number].
Again, thank you for your time today. I look forward to working with you in the future.
Cheers,
John Doe
3. Thanks for Purchasing a Policy
Gratitude is important! It's never a bad idea to thank your clients for their business.
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Hi Jane,
Thank you for choosing a business owner's policy with ABC Agency. We know it's so important to get the right coverage for your business, and we are honoured you've placed your trust in us.
We're excited to work closely with you, and our no. 1 goal is to make sure you're business is always protected.
Do you have any questions? We are here to help. Reach out whenever something comes to mind.
Thank you again for choosing ABC Agency to insure Jane's Bakery.
Cheers,
John Doe
4. Welcome Email
A welcome email helps clients feel like you're there to help–and can softly pitch other insurance products you offer.
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Dear Jane,
Welcome to the ABC family! We are thrilled to have you as a new customer and can't wait to meet all of your insurance needs.
As an independent insurance agency, we work with multiple insurance providers to find the best coverage options for all our customers. If you need any other type of insurance–like [include additional offerings unique to your agency, like life insurance, health insurance, home insurance or anything else]–we can help you too.
Do you want to discuss any of these policies?
Cheers,
John Doe
5. Introducing a New Product
A happy client may want to expand their business with you.
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Hello Jane,
I hope all is well with you and Jane's Bakery. I stopped in yesterday for a blueberry muffin and coffee, and they were delicious. I loved the hint of cinnamon in the muffin! Was that your idea?
I wanted you to be the first to know we are now offering commercial vehicle insurance to our policyholders. Auto insurance for your catering vans is super important since your personal car insurance won't cover them.
We're offering this insurance coverage solely to our current business clients at the moment and have some very competitive rates.
Would you like me to work up a quote for you?
As always, thanks so much for being a part of the ABC family.
Cheers,
John Doe
6. Asking For Referrals
Once your relationship is established and comfortable, let your clients help you grow.
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Hi Jane,
You've been a valuable member of the ABC family for two years now, and we so appreciate your business–not to mention the muffins you supply for our monthly meetings!
Because you are a valued policyholder, I wanted to ask a quick favour. I know you are active in the local Chamber of Commerce, and I'm hoping you might know some colleagues who would benefit from working with our insurance company.
Referrals are one of the most effective ways to connect with our community since people really trust their friends, family and colleagues. Is there anyone you'd recommend I speak with?
Remember that in addition to business insurance products, we offer everything from life insurance policies to pet insurance.
As a thank you for your help, we will send you an Amazon gift card of $100 when your referrals buy insurance from us.
Thanks so much for your help!
Cheers,
John Doe
7. Policy Renewal
If your client needs to renew their policy with you, send an email like this:
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Hi Jane,
I hope you're doing well! What a year it's been—from being listed as one of the top 5 bakeries in Dallas to being an official vendor for the city—you have so much to be proud of.
Just a heads up that your business owner's policy is up for renewal soon and will expire on June 15, 2023.
If you're still happy with the coverage, we can easily renew it for you.
Do you have some time to chat this week?
Looking forward to serving you again!
Cheers,
John Doe