With the buzz around the 4-day workweek growing louder, it’s time we asked ourselves how it might work in procurement.
A recent KPMG survey revealed that nearly one-third (30%) of large US companies are exploring new work schedules, including four-day or four-and-a-half-day weeks. This shift isn’t just a trend; it’s a response to a competitive job market where attracting and retaining talent is more important than ever.
The allure of a shorter workweek is hard to ignore. A Gallup poll showed that 77% of US workers believe a four-day, 40-hour workweek would positively impact their wellbeing, with 46% saying it would have an “extremely positive” effect. A UK study that tracked 60 companies revealed benefits including increased talent retention, an increase in revenue, and a decrease in worker stress.
Time Management for Procurement
For procurement managers, this shift brings a mix of opportunities and challenges—especially when it comes to juggling immediate tasks with the need for strategic planning.
In addition to the time crunch of a 4-day workweek, the hybrid work model adds another layer of complexity. Assuming two days in the office and two days working remotely, procurement pros must navigate the nuances of communication and collaboration across different environments.
In-office days are essential for team bonding and face-to-face supplier meetings, while remote days require discipline and focus for strategic planning. This blend of settings can lead to a more dynamic work experience, but it also demands careful planning to ensure nothing falls through the cracks.
Structuring Your 4-Day Work Week
It’s important to know there’s no one-size-fits-all approach to structuring a working week—plenty of options are out there to fit your procurement team’s style and needs. Here’s a quick rundown based on insights from Gartner:
Working Hours Options:
- Condensed Work Week: Keep the 40-hour schedule but pack it into four days with 10-hour shifts.
- Reduced Work Week: Scale down to 32 hours with four days of 8-hour shifts.
Working Days Options:
- Universal Day Off: The entire procurement team takes the same day off each week. Simple and effective!
- Distributed Day Off: Team members stagger their days off to keep things running smoothly, ensuring there's always coverage for critical tasks.
The Procurement Manager’s Dilemma
In a condensed workweek, procurement managers face the challenge of keeping on top of the “churn” (day-to-day tasks) while also focusing on long-term strategies and building supplier relationships. With limited time on their hands, mastering time management becomes crucial, and that’s where the 80/20 rule—also known as the Pareto Principle—comes into play.
The 80/20 Rule: Focus on What Matters
The 80/20 rule tells us that 80% of results often come from just 20% of our efforts. This means it’s vital to pinpoint the key tasks and relationships in procurement that truly drive success. Here’s a suggested schedule that shows how you could effectively apply this principle in your 4-day workweek.
Day 1 (In-Office): Prioritizing Immediate Needs
Monday Madness: Let’s be realistic: if you take a day off (let’s assume Fridays), it’s likely that you will need to deal with an extra buildup of workload and a slew of urgent requests on the next working day. So, you can assume Mondays will be a little more frantic than you’re used to in a normal, five-day working week. (It’s up to you whether you feel like having a 3-day weekend makes up for this extra stress.)
The key to managing mad Mondays? Recognize that not every task is created equal!
- Prioritize Tasks: Start by categorizing what’s on your plate based on urgency and impact. Focus on the top 20% of issues that will help resolve 80% of immediate challenges—like high-priority supplier concerns or critical team inquiries.
- Set Clear Boundaries: Trust me, allocate specific times for checking and responding to emails. This way, you can avoid constant interruptions and stay focused on what really matters. Remember, the “churn” never stops. Without boundaries, you’ll never find time for anything else.
Day 2 (In-office): Building Relationships
The second in-office day is your chance to strengthen relationships with your team and suppliers. That’s right, day two is your “meeting day."
- Team and Stakeholder Collaboration: Use this day for face-to-face meetings. Dive into ongoing projects and engage your team in brainstorming sessions. Make time to meet with relevant business stakeholders to understand their needs and priorities.
- Supplier Visits: Spend half the day calling or visiting key suppliers. Personal interactions can strengthen partnerships and help you tackle potential issues before they snowball. You may feel you can’t spare the time away from your desk, but believe us; great Supplier Relationship Management will save you time. Stronger relationships lead to risk reduction, cost savings, better collaboration, innovation, flexibility, and improved communication.
Day 3 (Remote): Strategic Focus
Remote Work Day: This day is all about carving out time for strategic planning.
- Time Blocking: Dedicate specific blocks of time for strategic initiatives. Treat these blocks like important appointments—because they are! This will help ensure your planning doesn’t get sidelined by the dreaded churn.
- Leverage Technology: Use collaborative tools to streamline your planning process and keep communication flowing without constant interruptions.
Day 4 (Remote): Administrative Management
Wrap-Up Day: The final day is your opportunity to tie up loose ends and focus on administrative tasks.
- Batch Processing: Tackle those admin tasks in batches. Group together similar activities—like responding to emails, updating procurement databases, or reviewing contracts—to maximize your efficiency.
- Review and Reflect: Take a moment to assess the week’s accomplishments. What went well? What could be improved? How can you better manage your time next week?
Finding Balance Amidst the Churn
Even with the 80/20 rule guiding your priorities, the reality is that the daily churn never stops. Procurement managers often find themselves juggling unexpected issues that need immediate attention. Here are a few tips to help you manage this effectively:
- Stay Flexible: Things change fast! While planning is crucial, being open to shifting priorities can help you tackle urgent needs without derailing your overall strategy.
- Delegate When Possible: Empower your team to take on certain tasks. Delegating not only frees up your time for higher-impact activities but also fosters team growth and collaboration.
- Leverage Tech and AI Automation: Make use of procurement tech and AI tools to automate routine processes. This can save you time, reduce errors, and allow you to focus.
- Consider Outsourcing Tasks: Don't hesitate to look into outsourcing some of your workload, such as tail spend management, to a Group Purchasing Organization (GPO) like Uns. This can help you streamline operations and improve efficiency while freeing up your time for more critical tasks.
Struggling to master time management in procurement?
If you’re reading this and thinking that you don’t have any time to get out of the office because you need five full days a week to focus on the day-to-day workload, then it sounds like you could benefit from our article on how to improve procurement efficiency.
One of the best ways to free up precious time is to engage the help of a group purchasing organization, or GPO. Here at Una, we’re proud of our speed-to-savings approach. We connect our members to ready-to-go supplier contracts that align with your stakeholders’ goals in weeks, not months, to save you time, money, and effort.
Contact our team to learn more.
