What is Flexible Working?
Flexible working describes a working arrangement which gives a degree of flexibility on how long, where, when, and at what times an employee works. More and more employers are beginning to utilize flexible working conditions as a response to work-life balance needs and advanced technological resources. Some of these practices allow employees to work when they feel most productive, while other practices allow them to work where they feel most comfortable.
Some common flexible work policies include:
Flex Time
Also known as adjusted hours, this policy allows employees to choose what time they start working and what time they leave. This gives them more freedom to move work hours around to accommodate activities that take precedence without missing hours, or to work at a time they feel most productive.
Compressed Work Schedule
Also referred to as a shortened workweek, this policy allows employees to work longer hours during their days on to have more days off. The most common compressed workweeks are four 10-hour days, with three days off.
Remote Work
This policy allows employees to perform their job outside of the traditional office setting most or all the time. This is most suitable for positions where work is done on a computer, and in companies where video conferencing and online chatting software is utilized to communicate.
Job Sharing
This policy allows for a single full-time position to be split between two or more employees, with each individual working a portion of the total work week. This option works well in situations where an employer needs security tat a position will be covered at all times.
Gradual Retirement
This policy allows employees to reduce their working hours over a period of time, rather than switching from full-time employment to retirement abruptly. This phased period can be used to train the replacement employee or to adjust for the redistribution of tasks.
Why Consider Flexible Work Practices?
It is a commonly held perception that flexible work practices only benefit employees, however, employers have begun to recognize that they too can experience benefits from these policies. Historically, flexible work was thought to be limited to select industries and specific roles, but this is no longer the case with more traditional employers evaluating what these practices mean for their businesses.
As outlined in Trucking HR Canada’s Labour Market Information, the labour shortage plaguing the industry is largely due to an aging workforce, difficulties attracting women and youth, and a high voluntary turnover rate.[1]
In this regard, flexible work practices can be mutually beneficial as younger generations value work-life balance when considering career options. Along these lines, not only is flexibility valued, but it is also needed in order to successfully manage work and family demands. An inability to recognize these needs at an organizational level can result in costly turnover rates.
In addition to an increased ability to attract and retain employees, flexible work policies provide the following benefits:
Increased Diversity and Inclusion;
Greater Productivity;
Reduced Absenteeism;
A More Focused and Engaged Workforce;
Increased Ability to Handle Stress;
Higher Job Satisfaction; and
Lower Overhead Office Costs.
[1] Labour Market Information | Trucking HR Canada
Considerations Before Implementation
Before formalizing a flexible work policy, a review of the below factors will assist in determining the practices that will be beneficial to both the employer and employees.
Gain Leadership Buy In
Understand the Business Impact
Know the Legal Implications
Identify Potential Changes to Terms and Conditions of Employment
Steps for Effective Implementation
Determine Employee Needs
Seek feedback from employees about what arrangements would work for them. To be successful, the options must meet the needs of both the employer and employee.
Speak to others in the industry about the practices that worked for them. Were there any benefits or challenges they noticed?
Formalize Policies and Procedures
With a clear flexible working policy, employees can understand the process to make a request and how the employer expects the arrangement to operate.
This document may include: options available, eligibility criteria, process to submit a request, etc.
Provide Education and Training
For Managers:
Understand the options available and their role in supporting them.
Demonstrate the importance of establishing goals and expectations up front.
Operate in a culture of trust.
For Employees:
Understand what flexible work options are and what they are not.
Provide clarity that a flexible arrangement will not be detrimental to their career.
Communicate
Corporate Level:
Announce new or revised flexible work options.
Ensure participating employees are included in all company communications and events.
Implement the technology.
Management Level:
Allow for one-to-one conversations about the agreement, expected productivity levels, and communication methods used.
Provide documentation that outlines the flexible work agreement.
Provide regular feedback and frequent check-ins.
Run a Pilot Program
Start by identifying and rolling out the policy in key departments.
Determine a date and timeline to run the pilot.
Collect and review data from the pilot.
Adjust and make improvements.