The Sunshine Protection Act may eventually put an end to the biannual clock changes that are observed in all but two U.S. states. But as of now, that is not the case and we must all prepare to "spring forward" by turning our clocks ahead one hour on Sunday, March 9, 2025. For many of us, this means an extra cup of coffee. However, there's more to it — employers must also take specific steps to ensure a smooth transition in the workplace during this daylight saving time change. Here are a few steps to consider.
1. Review employee schedules
If you have third-shift employees, review their schedules. If these employees are normally scheduled eight hours (e.g., 10 p.m. to 6 a.m.), they will actually only work seven hours because of daylight saving time. Make any adjustments to schedules as soon as possible, so employees aren't caught off guard and are getting the hours they expect.
2. Establish a policy
Determine how to handle employees with hours impacted by daylight saving time. Certain employees want as many hours as possible, so the loss of an hour's pay may not sit well.
Consider your options. Some companies let employees work an extra hour during the work week. Others pay their employees for this hour, even if they don't work it. Note, if you opt to pay employees for unworked hours, consult your state's overtime laws because you may not need to include those local daylight saving time hours in overtime calculations.
Lastly, make sure that you document any new or updated policies in your employee handbook. If you need help creating an employee handbook, we suggest using a tool like the Smart Employee Handbook Builder that's available via the Mineral HR compliance tool. Mineral has a ton of helpful resources and capabilities — and it's available for as low as $16 per month.
3. Communicate
To save you and your employees time and frustration, remind employees about the daylight saving time change and let them know if their hours are impacted. This will help prevent tardiness and also give you an opportunity to address employee questions and concerns.
There are a ton of effective ways to communicate these updates. Hang a sign in the office (the break room is usually a good spot), add a note to check stubs or send an email. If you're a B2E Solutions client, you can also use UKG Ready to communicate with employees via a variety of methods, including in-system notifications, announcements, broadcast messages, text, a Company Hub, an attestation question during clock-in or clock-out and more.
4. Check time clocks
Confirm how your time clocks will handle the time change. Ideally, your clock should automatically update to reflect the accurate time (note: all clocks offered by B2E Solutions auto-update). But just remember, regardless of how sophisticated your time clocks are, it doesn't hurt to have supervisors and managers review punches. This is the best way to ensure each employee's time is properly recorded.
B2E Solutions clients with questions regarding their clocks should email clocksupport@b2esolutionsinc.com.
5. Adjust meeting schedules if needed
If your business operates across multiple time zones, ensure that all internal and external meetings account for the time change. While most digital calendars automatically adjust for daylight saving time, errors can still occur — especially if a meeting was scheduled from a location that does not observe daylight saving time (such as Arizona or Hawaii) or spans multiple time zones. Double check that meeting times are accurate, and keep in mind that an 8 a.m. meeting will feel like 7 a.m. for those affected by the change. Some employees or clients may appreciate a later start time to ease the transition.
6. Monitor employee productivity and well-being
The loss of an hour can impact employees’ sleep patterns, leading to decreased productivity and increased fatigue, especially in the first few days after daylight saving time. Encourage managers to be mindful of potential dips in performance and be flexible where possible. Consider sharing tips with employees on adjusting their sleep schedules ahead of daylight saving time, such as going to bed 15 minutes earlier each night leading up to the time change.
7. Address safety considerations
Studies show that the days following the start of daylight saving time see an increase in workplace accidents, drowsy driving incidents and even health issues due to disrupted sleep. Employers in industries such as transportation, healthcare and manufacturing should be especially mindful of potential safety risks. Encourage employees to prioritize rest and stay alert on the job.
8. Make it fun
Daylight saving time can be challenging for many individuals. Getting themselves (and possibly their kids) out of bed can feel extra burdensome given the early start to the day. Use daylight saving time as an opportunity to show your employees you care. Consider bringing breakfast into the office, provide employees with gift cards for coffee, post funny memes on an internal communication channel such as the UKG Ready Company Hub, send out a friendly reminder via text about the early start and more. Whatever approach you choose, aim to infuse a little fun and engagement into daylight saving time. Taking that extra step can make such a difference!
It's easier with our Time & Labor solution
If you aren't already taking advantage of time and labor tools through your human capital management (HCM) solution, you could be missing out. To find out more about how our Time & Labor solution can make seasonal transitions easier and save you time and trouble down the line, contact us today!
Editor's note: This post has been enhanced and updated to reflect the most up-to-date information for daylight saving time 2025.
