Start with the number, then the pattern
“I want to work less” opens a topic but does not yet give an employer a proposal to consider. Separate the total weekly hours from their distribution. A 28-hour week could mean five shorter days, four seven-hour days or a pattern with one longer day. Each version affects meetings and coverage differently.
Choose a realistic start date
Work backwards from the intended change. Consider internal planning cycles, known project deadlines and any formal notice requirements that may apply. If a statutory entitlement matters to your request, verify the current rules for your situation with a qualified source.
List fixed and movable duties
Mark recurring duties that genuinely require your presence at a set time. Then identify tasks that can move, be handed over or be completed asynchronously. This is not an invitation to redesign the whole department; it helps you explain how your own role could function.
Decide what is essential
Write three columns: essential, preferred and negotiable. The distinction matters when an employer proposes a different distribution. You should know whether the total reduction, a particular non-working day or the start date is your central need.
Prepare one fallback—not ten
A credible alternative can keep the conversation moving. Too many options can obscure your request. Choose one fallback you could genuinely accept, and be clear about what would make it workable.