How much personal time is permitted during working hours? Rights and limits for employees
In day-to-day working life, the boundaries between work and personal matters are becoming increasingly blurred. A quick message, a phone call or arranging an appointment – many things are dealt with „on the side“.
Employers therefore regularly find themselves faced with the question: What is allowed during working hours – and where is the line drawn?
Principle: Working hours are for work
From a legal point of view, there is, first and foremost, a clear principle:
Working time is, in principle, intended for the performance of work.
Private activities are therefore only permitted to a limited extent. At the same time, experience shows that a certain degree of flexibility is necessary in everyday life – particularly when it comes to short, unavoidable errands.
Short tasks vs. appointments
An important distinction is that between short-term actions and more extensive commitments:
- Short plays
(e.g. short messages, phone calls or arranging appointments)
→ are often tolerated in practice, provided they only take a few minutes and do not affect work performance. - Personal appointments
(e.g. doctor’s appointments, visits to government offices, bank appointments or tradespeople)
→ have a significantly greater impact on working hours and generally require separate consideration.
Doctor’s appointments during working hours
Policy: Appointments outside working hours
Doctor’s appointments should, as a general rule, be scheduled to take place outside working hours.
Exception: Appointment during working hours
If this is not possible – for example, due to limited consultation hours or acute symptoms – the appointment may, in exceptional cases, take place during working hours.
Exemption – when is it required?
In such cases, an employee may be entitled to paid leave if the appointment must be attended during working hours. The specific circumstances of each individual case are decisive in this regard.
Other private appointments – what are the rules here?
A stricter standard applies to other private appointments.
In principle, these must be carried out outside working hours. Only in exceptional circumstances – for example, where the matter cannot be postponed – may time off work be considered.
In practice, it is advisable to consult with your employer at an early stage.
Employees’ obligations
Employees are obliged to:
- to carry out their work properly
- to keep private activities to a minimum
- Arrange appointments outside working hours where possible
- to inform the employer in good time
Unauthorised absence from work may have consequences under employment law.
The employer’s scope for action
Employers have the option of establishing clear rules, for example by:
- Internal guidelines on personal use
- specific guidelines on meeting deadlines
- Approval processes for exemptions
A transparent framework provides clarity and helps to avoid conflicts.
Conclusion
Dealing with personal matters during working hours is not strictly prohibited, but is subject to clear limits. The key is to strike a balance between the company’s interests and practical flexibility.
If you have any questions on this or other topics, please contact us - we will be happy to advise you.
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