Last February, the Spanish government approved the Draft Bill for the reduction of the standard working week, setting a maximum duration of 37.5 hours per week of effective work, on an annual average basis. According to the government, this measure represents a significant step forward in terms of workers’ rights, being the first legal reduction since 1983.
Along with the working hours reduction law, complementary measures have been introduced, such as the mandatory implementation of a digital time tracking systemthat is accessible, secure, and interoperable. In other words, it must ensure transparency, traceability, and universal access to data. The new legislation poses multiple challenges for companies but also paves the way for the modernisation of time management in the workplace.
What does the new working hours reduction regulation entail?
The new working hours reduction law aims to improve workers’ quality of life by promoting work-life balance, mental well-being, and the right to rest. The goal is to establish a maximum standard working week of 37.5 effective hours, applicable to all sectors, especially those not covered by collective agreements.
By effective work It refers solely to the time actually devoted to that purpose. In other words, breaks, pauses, or travel time are not included, unless they are explicitly considered as working time in the collective agreement or contract.
In addition, the regulation includes fines of up to 10,000 euros per employee in case of non-compliance with time tracking or data falsification. This strengthens oversight by the Labour and Social Security Inspectoratewho will have immediate and remote access to digital records. According to the official text, the infraction for not having a time tracking record is penalised per affected employee, meaning the fine is not applied globally to the entire company, but is multiplied by the number of people involved.
What is considered an infraction?
- Lack of time tracking.
- Incomplete, manipulated, or inaccessible time tracking.
- Lack of traceability or inability to verify authenticity.
- Not allowing access to data for the Labour Inspectorate or legal representatives.
- Failure to keep records for the mandatory 4-year period.
Another key point of the working hours reduction bill is the recognition of the inalienable right to digital disconnection, to protect employees’ privacy and health in relation to the use of video surveillance and geolocation devices.
Main challenges for companies
The implementation of the new working hours reduction law represents significant operational changes for organisations. Some of the most relevant challenges include:
- Reorganisation of shifts and workloads without affecting productivity.
- Technological adaptation to comply with the new digital time tracking requirements.
- Effective management of hybrid or mobile teams, which require flexible solutions.
- Regulatory compliance with interoperable, secure, and accessible systems.
This context requires an agile response from Human Resources and Operations departments, which will need to adopt new time management strategies and specialised digital tools.
The importance of accurate time management in the workplace
To comply with the requirements of the working hours reduction law and avoid penalties, companies need thorough and reliable time tracking. Manual or outdated systems are no longer sufficient. Accurate time management allows for:
- Avoiding errors in time tracking.
- Respecting workers’ rights without losing operational efficiency.
- Identifying workload peaks or imbalances in planning.
- Improving work-life balance and mental health for the team. If you want to know more, we offer 7 tips to reduce mental fatigue in the workforce
It’s worth noting that the draft bill refers to hours on an annual basis.. This means that there may be weeks with more hours (due to project demands or seasonality) and others with fewer hours (holidays or vacation). The key is that, by the end of the year, the average does not exceed 37.5 hours per week. However, this is not a license to arrange any type of schedule.. Even when using the annual average, it must be considered that:
- The company must justify the planning and respect legal breaks, collective agreements, and the daily/weekly limits established by law.
- Everything must be recorded, clear, and accessible (with interoperable and reliable tools, as required by law).
- Unions can negotiate different conditions, always respecting the legal minimum.
Therefore, the annual calculation offers flexibility to companies, allowing them to adapt working hours to seasonality or specific production needs, always within the legal framework.
Digital solutions to adapt to the reduction of working hours
To successfully adapt to the new working hours reduction law, it is key to have technological tools that automate and optimise time management during the working day with maximum efficiency. Among the most effective solutions, we recommend:
netTime one
Modular and scalable software ideal for growing companies. Among many of its features, it includes:
- Digital time tracking system compliant with the new regulations.
- Shift planner for efficient assignments.
- Absence and presence management.
- Document manager to centralise reports and supporting documents.
It offers a high level of data security and traceability.
mySpec
The mobile time tracking app that integrates with netTime one and offers, among many other features:
- Time tracking from anywhere.
- Check-ins and real-time status.
- MyTeam function to manage schedules, remote work, and planning from a mobile device.
- Ideal for hybrid or mobile teams.
Both Grupo SPEC solutions comply with all the requirements for the new digital time tracking system. Additionally, they facilitate an efficient transition to a more modern and regulated work environment. Don’t hesitate to take a look or contact our customer service team for more information.
Advantages of digitising the management of working hours and time tracking
The digitalisation of time tracking not only meets a legal requirement, but also offers strategic benefits for companies:
- Automatic compliance with the working hours reduction law.
- Remote access to records, ideal for hybrid teams.
- Improved productivity through clear, real-time data.
- Reduction of errors and fraud in time tracking.
- Reinforcement of the right to digital disconnection, with tools that respect rest periods.
netTime one and mySpec are key technological allies in this transformation process. Together, they ensure compliance with the new regulations and provide the opportunity to evolve towards a more efficient time management. It is important to note that all collective agreements must be adapted to this new measure before 31 December 2025.
