Employees, take a break! 5 break policy rules to follow

Between the total freedom of taking unlimited rest breaks for as long as the employee considers fair and the employer standing with a timer near the toilet doors, there are multiple other models of company's breaks.

The vision of the employee tirelessly working for the glory and income of the company is as tempting as unreal. There are many types of breaks employees take every day – a cigarette break, lunch break, coffee break, social media break, or just idling in front of the computer screen.

In fact, the best-performing employees tend to take long rest breaks at their work. According to the ConnectSolutions data, employees delivering the best results on average work for 52 minutes to take a break lasting 17 minutes. It sums up to nearly a quarter of their total working day – a truly long break time at work.

In other words – the most productive employee gets paid for two hours of not-working, assuming the eight-hour workday.

Use, underuse, and abuse of breaks at work

There is an inherent challenge with the breaks – there is no universal company break schedule to follow to keep being productive. While one can work like a cyborg for the entire day, the other employee may need to take a short break for every period of the work.

Moreover, regarding the nature of work and task to deliver, the break can be either substantial or taken at will. Or, sometimes (for example in a manufacturing plant or in a retail store) it is forced to stick to a particular schedule.

Considering that, the flexible break policy can be used, abused, or underused. And the perception of the “abuse” or “underuse” can be entirely subjective. And where anything is subjective, tensions can arise.

That’s why there is a great need for a set of rules to follow when establishing and enforcing the (unpaid or paid) break policy in the company.

5 tips to manage work breaks

One would ask – what flexibility comes with a set of rules? Aren’t rules a killer of flexibility? In fact, it is a direct opposite – rules are a framework, ensuring that the policy is working for a benefit of both the employee and the employer.

Simple break policy – make the rules clear

First and foremost, the rules need to be clear and available publicly. The break-taking rules can be displayed in a visible place, available in the company intranet, or sent via email to every new employee. Or all of these combined – because why not.

Furthermore, it is crucial to make these rules interpretation-proof. The more possible interpretations are there, the less clear is the set of rules to follow and by that – the goal is not achieved. The employee needs both to know when the rules are protecting him or her or when the rules are abused.

Schedule as much as possible

Flexible is not the same as “unplanned”. When it comes to a little coffee break or a short idling near the computer, there is no need to schedule the time for a break. But when it comes to the 30-minute meal break or some longer breaks, it is usually possible to schedule them in advance.

A lunch break is a great example for yet another reason – typically, employees will go to eat something together. When scheduling the break in advance, multiple teams can synchronize and integrate.

Record the breaks… or encourage the employees to do so

There is no point in delivering a break policy if there is no way to check if the employees are sticking to it. And the only way to do so is to check the employee break time.

One way to do so is to install a form of an automatic-check system – be that a QR code scanner near the entrance, a beacon system in the office, or basically anything else. But on the other hand, building a surveillance system can significantly decrease the team morale – who wants to work in the Orwellian vision of office?

So the other way is to encourage the employees to document work breaks on their own. This way can bring more benefits than one would expect. With the ability to shape their schedule, employees can either adapt their work to life events or build up their scheme that works best. If the schedule sticks to the company’s policy, everything is alright.

Finally – giving the employee control is a clear signal that the time controlling is not about surveillance, but about gathering knowledge. The first model is based on fear, while the second is built upon mutual trust.

Focus on the outcome

In the end, the ultimate goal is employee performance. The belief that there is a direct connection between the time spent on a particular task and the outcome is misleading. One can be faking a job for hours while the other one just delivers the result and goes on. Or go for a break.

At the end, which employee is considered a more valuable one? The one clocking in and out to work for hours, or the one who delivers the results? Or does it matter if the job is done?

Find the reason, give feedback, be fair

People take breaks for a myriad of reasons. Some do that due to health-related reasons, others just find it satisfying to have more spare time by doing their stuff earlier. According to the so-called Parkinson’s law.

The Law, being, in fact, a justified observation, was delivered by Cyril Northcote Parkinson, who worked at the Colonial Office during the decline of a British Empire. With the shrinking number of colonies to administrate, the number of employees of the office rose – thus with the bureaucracy, the work expanded to fill all the time available.

Thus, as well as the employee who works too little needs some feedback, so the one who is overworking oneself just due to Parkinson’s law.

Summary

Taking a break is essential when it comes to keeping productivity. Taking regular breaks helps to relax, reduces the risk of cardiovascular diseases, and improves the general well-being of employees.

On the other hand, though, the culture of overworking can dominate the natural need to stop working. To avoid multiple traps, the company needs to follow the rules listed above. Time tracking tools deliver a great and convenient way to reduce the tensions that usually come when the employee takes a break.

If you wish to share some remarks and thoughts on the matter, don’t hesitate to contact us now!

FAQ – employee breaks rules

How can a break policy provide clarity and prevent misunderstandings among employees?

A clearly written policy ensures that each employee must know exactly when a meal or rest break is allowed during their hours worked. By setting interpretation-proof rules and making them public, employees are entitled to a fair and transparent structure for taking a lunch break or 30-minute break.

Why is it beneficial to schedule breaks like a 30-minute meal break in advance?

Scheduling break time, such as a meal and rest break, helps align work hours with predictable downtime and prevents disruption to consecutive hours of work. This planned approach encourages social interaction during a lunch break and maintains consistent productivity throughout the day.

What is a good method to keep track of breaks at work without causing a surveillance-heavy environment?

Encouraging each employee to document their meal or rest break usage ensures accountability while respecting individual autonomy over hours of work. This self-recording method supports trust and reduces tensions related to monitoring every 15-minute break or paid rest period.

Why should the focus be on the outcome rather than the exact number of rest breaks taken?

Evaluating overall work results instead of rigidly counting every four hours until the next break must occur acknowledges that quality often matters more than mere hours worked. By emphasizing outcomes, a policy can accommodate the flexibility of a meal or rest break without sacrificing performance.

How can an employer address situations where rest break usage seems excessive or insufficient?

Identifying the reasons behind unusual break patterns involves open feedback and consideration of employee well-being during their work hours. Addressing issues fairly (abiding company policies), rather than penalizing employees who take a 30-minute lunch break differently than expected, helps maintain trust and ensures the policy remains balanced and effective.

Types of breaks at work and employee efficiency

Rest break may be a short coffee break, 30 minutes for lunch period, a cigarette break or many other rest breaks. It is important to monitor employees’ time off in a way that maintains efficiency without resorting to rigid surveillance methods.

Company rest break policy and labor law

In many countries and regions, various regulations and break requirements, including federal law (US comes to mind for example), state law, and break law, dictate how often employees may take a paid rest break. While lunch break laws and requirements to provide a break every certain number of hours must be respected, simply following these rules is not enough. Once these legal obligations are met, crafting a company policy that ensures fairness and mutual benefit for both employer and employee becomes the true priority.

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