Is 4–6 p.m. a “Dead Zone” at Work? Here’s How to Manage Flexible Scheduling Effectively

A recent study by Microsoft points to a new trend in the era of hybrid work and flexible scheduling. The study says many employees are experiencing a “triple peak” day, where instead of working a straight 9–5 with two productivity peaks before and after lunch, they’re now seeing a third peak in the evening when workers are making up for time they missed earlier. Maybe they left to pick their kids up from school, or had an errand scheduled during the day.

Regardless of the reason, many managers have dubbed the time between 4 and 6 p.m. a scheduling “dead zone” because it’s impossible to get everyone together for a meeting during those hours. Successfully managing employees with a flexible schedule is crucial for maintaining a productive and harmonious work environment, but what are your options when it seems like no one’s time overlaps anymore?

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Embrace Workplace Flexibility but Set Expectations

If your first thought is to enforce stricter schedules, it might backfire. According to iHire’s What Candidates Want: 2023 Job Seeker Report, hybrid and flexible schedules are very important to employees, and cutting that back could lead to increased turnover or make it more difficult to attract top talent.

Embracing workplace flexibility is the first step to managing employees effectively during dead zones. That doesn’t mean you shouldn’t be keeping any tabs on your employees and just hope for the best, though. Instead, set clear expectations and trust your employees will meet them.

For remote workers, clearly define core working hours when all employees should be available for collaboration, like between 10 a.m.–12 p.m. and 1–4 p.m. If they need to take time off during those hours with the intention to make it up later, make sure they know not to expect an immediate response for messages or emails sent far outside the core hours.

For hybrid work schedules, you should not only define the core working hours, but also make sure everyone is on the same page as to when they’re expected in the office. The following schedules are good templates for ensuring everyone knows what is expected of them:

Set in-office days: Predetermine which days everyone will be required to be in the office. For example, have everyone come in on Tuesdays and Thursdays.
Rotating office days: Create a rotating schedule in which employees sign up for a set amount of in-office time.
Desk reservations: If you plan to allow employees free reign to come into the office as little or as much as they please, make sure that you have a clear system in place for how they will schedule a desk at which to work.

Beyond those times, try not to focus too much on the number of hours an employee spends at their desk and instead evaluate their output and results. Allow for flexibility in how and when tasks are accomplished, and foster collaboration between employees to maximize results.

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Fostering Collaboration With Flexible Schedules

4–6 p.m. might be the most common dead zone, but it’s not always the case with every organization. With employees operating with varying schedules, it can be challenging to collaborate and communicate effectively. Use these strategies to find the best times for important meetings:

Promote asynchronous communication. Encourage the use of asynchronous communication for non-urgent matters. Email, project management tools, messaging apps like Teams or Slack, or shared documents allow employees to contribute and respond at their convenience without disrupting others.
Identify overlap time. Utilize the periods when most employees are available for team meetings, brainstorming sessions, or important discussions that require real-time interaction. Keep in mind time zone differences if your team is spread across different regions.
Adopt shared calendars. Implement a shared calendar system where employees can indicate their availability and unavailability to help others plan meetings and collaborations more efficiently.

Managing Flexible Work Schedules and Dead Zones

It can be tempting to micromanage with flexible schedules to try to avoid dead zones, but remember, that could backfire and lead to disengagement or higher turnover. Instead, respect an employee’s time and acknowledge the importance of work-life balance. Avoid contacting employees during their personal time unless it’s genuinely urgent.

Scheduling regular one-on-one check-ins with employees is a good way to understand their challenges, offer support, and ensure they know they’re valued without making them feel like you’re always breathing down their necks. And remember to evaluate employees based on their performance, achievements, and contributions rather than their presence during specific hours. Recognize and reward those who consistently deliver exceptional results.

Flexibility can be a powerful tool that enhances employee satisfaction and productivity. By setting the right expectations for workplace flexibility and creating an environment for collaboration among employees with differing schedules, managers and employers can create a more successful and thriving organization overall.

For more tips, check out iHire’s Employer Resource Center.