By Dr. Richard A. Huot

Recently, Utah became the first state to mandate a four-day workweek in response to the increasing price of fuel, and to improve customer service for its citizens. If your office is currently working more than four days per week, it's time to take a hard look at what might be a win-win change for doctor and staff.

According to a July article in USA Today, the four-day workweek is fairly common in city and county governments. An assistant professor at Brigham Young University, whose research team is studying the four-day workweek concept, estimates that about one-sixth of U.S. cities with populations above 25,000 offer employees a four-day workweek.

Many dental offices across the country are reporting less demand for their services, and here in Florida, estimates of decreased production this year range from 5% to 30%. If you look at your typical overhead expenses, payroll should be anywhere from 15% to 25%, depending on benefits offered. A reduction in that line item in your budget will go a long way to restoring practice profitability, which will ensure the continued employment of all staff members.

Anyone employed in the automobile industry can understand the concept of a reduced workweek, as unions in the past have always preferred this method of cutting costs to laying off workers. This article will discuss how to approach your staff with this reduced hour proposal, make it financially acceptable to all, and have more quality time with family and friends as a result.

While staff might initially be hesitant about working fewer days due to a perceived pay cut, there are a variety of ways you can convince them you have their best interests at heart. Several years ago, when my duties as president of the Maine Dental Association took me away from chair time, I had to switch to a three-day workweek, Monday through Wednesday, and my partner was available Tuesday through Friday. This essentially gave us five-day coverage, and staff chose their hours from a variety of options. All were satisfied with the decreased amount of time at work, while their benefits remained the same.

To my surprise, I ended up with the same gross production at the end of the year on a three-day vs. four-day workweek, and other dentists reported the same phenomena when they switched to one less day. With an efficient schedule and good chairside assisting, I am convinced that reducing work from five to four days can work in your office also.

A good friend of mine, Dr. Barry Turner of Grass Valley, Calif., had the same result when, as an "experiment," he changed his office hours from 7 a.m. to 3 p.m. for a year to take advantage of the fine summer weather in Sacramento. When fall and school time arrived, his staff begged him to keep the hours, and today they still practice this way. His patients also love the hours, and everyone enjoys more time with their families.

Depending on commuting times and the fuel efficiency of vehicles, working one less day can significantly cut the personal expenses of staff members, which is what Utah is hoping for, along with a reduced "carbon footprint" of its citizens. It also allows doctor and staff to essentially have a dedicated personal errand day, which with some proper planning will allow for less time on the road and increased personal time. Lunch and other expenses can also be curtailed.

Presenting this reduced workweek to the staff will require their "buy-in," and should be a dedicated topic at a regularly scheduled staff meeting, with everyone's input allowed. Your practice administrator should be advised of your intent, and feedback should be solicited from him or her prior to the meeting. The administrator's support is vital to the success of the program.

Although you may increase your hours slightly to accommodate staff wages, you need to ask your human resources advisor about your particular state's employment regulations regarding what constitutes overtime pay, and other administrative matters prior to presenting this concept to your staff. Depending on state rules regarding unemployment benefits, you may have employees qualifying for unemployment pay if the cut in hours is substantial, or the employee meets the criteria for unemployment compensation.

There are a variety of methods that can compensate valuable staff without them thinking that you are simply decreasing their salary. I would suggest checking with your accountant and financial advisor about increasing or introducing benefits such as health savings accounts, an increased match in the company 401K program, or a bonus plan if you do not already have one. All three or a combination could potentially increase staff compensation.

The four-day workweek concept defines a win-win situation in today's economy: decreased time in the office for all, and a more efficient and cost effective scheduling technique, which allows for greater profitability and a boost in office members' quality of life. What more can we ask for? Schedule your staff meeting today, and empower your employees to make the right decisions for you and them.

Bio
Dr. Richard A. Huot practices full time in Florida where he founded Beachside Dental Consultants, Inc. He regularly lectures and his articles have appeared in a variety of dental magazines. A past president of the Maine Dental Association, he is a member of the USAF Reserve Dental Corps, several dental and honorary organizations, and currently serves as Immediate past president of the Atlantic Coast District Dental Association in Florida. Dr. Huot can be contacted at drhuot@bellsouth.net or at (772) 234-5353.

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