How to Implement Flexible Working Hours
Published: 28/09/2019
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This in-depth article is dedicated to business owners who are hesitant about implementing flexible working hours in their companies, as well as for those who aren’t sure where to start. Let’s simplify it. If your business doesn’t become flexible, it’s unlikely to have a future.
A new poll from the Trades Union Congress (TUC) has shown that many companies are rejecting employee requests for flexible working hours. The survey indicates that:
30% of employees told the TUC that their request to work flexibly has been rejected.
Flexitime is unavailable to more than half (58%) of the UK’s workforce, rising to 64% among people in working-class occupations.
28% of employees say that their desire to work flexibly is among the main reasons why they may look for another job.
Frances O’Grady, TUC general secretary, commented: “Flexible working should be a day one right that’s available to everyone. It’s not right that millions are struggling to balance their work and home lives. Ministers must change the law so that people can work flexibly – regardless of what type of contract they are on. Allowing people more flexibility in how and when they do their work makes them happier and more productive."
The truth is that moving forward, companies will need to adopt flexibility. The chaos induced by the pandemic has made a very valid point. Previous claims of inability to offer flexible working hours or locations, for most companies, were simply a matter of unwillingness. Now that the landscape has changed, the workforce does not want to return to the former system.
There’s no doubt about it: the future workplace is flexible. Flexible working allows staff to achieve a golden work-life balance. This, in turn, has a positive impact on productivity, morale, and overall well-being. Additionally, the recent pandemic has demonstrated that almost every business is capable of adapting when necessary.
Companies that offer flexible working are more likely to be viewed as ‘employers of choice. ' This means that a flexible working culture can help attract talented employees. Additionally, it can motivate them to remain with the company, enhancing talent retention. In fact, many employees have reported that if their flexible working privileges were revoked, they would either begin searching for a new job or, in some cases, quit on the spot. In other words, adopting a flexible approach is becoming increasingly essential for both talent retention and attraction.
Let’s discuss flexible working hours specifically. To put it simply, the traditional 9 to 5 model is no longer effective. From rush hour traffic to conflicts with daily responsibilities (e.g., dropping children off at school), it doesn't align with the fast pace of modern life. Yet, many companies hesitate to abandon it as it is seen as ‘the standard’.
But what if this standard is harming your business? Just as you replace inefficient processes, you shouldn’t hesitate to change an approach that isn’t effective. Ultimately, your goal is to build a thriving company that is a great place to work. Happy employees inevitably achieve better results, enabling your business to grow.
So, you’ve decided to grant your employees flexitime - that’s a wise decision. However, you are likely unsure of where to start the process. Depending on your perspective, this could be as simple as announcing the change to the company or as complicated as overthinking all possible scenarios it may cause. The key is to find a balance. You don’t want to rush and overlook details, nor do you want the implementation to take too long. Next, we will guide you towards achieving success.
One of the key factors preventing companies from implementing flexible working hours is the fear of employees abusing the system. Therefore, you should only introduce this approach after thoroughly considering the preventative measures. Here is a step-by-step guide for you:
Take time to plan how your flexible working policy will look. Assess what your team wants and what your business needs are. Then, establish new ways to measure performance. It can be helpful to investigate what other companies, especially those in your field, are doing as well.
Only when you’re confident that you’ve conducted sufficient research should you begin drafting your policy. This policy should benefit both your employees and your company. For example, ensure that business-supplied work phones are not used for personal reasons (e.g., games). You can also establish guidelines to manage aspects such as email response times, workload expectations, and project management tools.
Depending on your business size, you could test your policy using a control group. This approach allows you to gather feedback before implementing the changes company-wide. You might even try it personally before introducing it to your team. This way, you can uncover the benefits of flexible working firsthand and address any shortcomings before presenting the policy to the team.
You need buy-in from managers, and they need training on how to thrive in a flexible environment, especially if they lack previous experience with it. Managers must know how to motivate employees and provide feedback to ensure productivity levels remain strong.
You must treat all staff fairly by providing everyone with flexible working options. Some individuals may prefer to work normal office hours in the office, but at least you’ve given them the choice.
Don’t be misled by the title of this section. We are sure your staff doesn’t need an explanation of what flexible working is. However, since no company has the same approach to it, it’s important to let everyone on the team know the rules within your organisation. In other words, you need to educate them on the policy you’ve developed. Ensure everyone understands the flexible working hours, the number of days they are expected to be in the office, and the other outlined conditions.
It is important to emphasise what disciplinary measures will be taken in the event of misconduct. Be prepared for opposition, even though the policy is based on the preferences expressed by the majority. This is when you should take the one-on-one approach. Discuss their concerns to see if you can work out a solution together. For example, if it’s a time-frame-related issue, you could sit down together and draft potential weekly schedules. Overall, you need to remain flexible to successfully implement flexibility across the company. Therefore, keep communication channels open and actively seek feedback.
One of the key elements in making your business flexible is your technical stack. From easily accessible collaboration tools to communication channels, you need to build a hybrid workplace that connects your teams, regardless of where they are working from. Speaking specifically of flexible working hours, one tool you cannot go without is time tracking software. Whether it ensures that staff are working the hours they are supposed to or measures overall team productivity for future project scheduling, a time management solution is essential. A helpful benefit is that the tool rarely focuses solely on time tracking. Depending on the product, you may receive a package of solutions needed to support your efforts.
For example, while Timesheet Portal helps you monitor the time your teams spend on various tasks, it also provides additional modules. These include a file-sharing tool, a holiday management solution, an onboarding platform, and a powerful pay and bill system, to name a few. When it comes to software, our key recommendation is to limit the number of apps and avoid out-of-the-box solutions. Although these solutions are excellent for businesses just starting out, they may restrict your growth in the long run. That’s why we designed our software to be highly customisable. Furthermore, we allow our clients to create their own functionality packages instead of choosing from set prices, and we offer a straightforward way to upgrade as they grow.
Now that we’ve discussed the importance of the right setup, you might feel uncertain about which specific tools you need. There is no definitive answer. Every business is unique, and thus the processes and requirements can vary. However, while a time-tracking solution is essential, it’s not the only component you require. A few more crucial tech tools are necessary to support the flexible working hours approach.
There’s a chance that communication, and therefore collaboration, between your employees may pose a challenge. This depends on the time frame provided for flexible hours, the geographical location of your teams, and many other factors. Regardless of the circumstances, if you’re considering implementing a flexible approach, you will need a designated collaboration platform. First of all, it will serve as a channel for communication, whether in real-time or through tracked project updates. Secondly, it will be the hub for sharing files, thus creating transparency and alignment across the teams. Not to mention the convenience of having centralised file storage instead of lengthy email threads.
If your employees work remotely, a platform that allows access and editing rights for several users simultaneously is essential. In simple terms, it will enhance the collaboration process by eliminating the back-and-forth communications via emails or instant messaging. These platforms often lead to human errors, such as forgetting to add someone to the conversation or simple oversights. When updates and edits are tracked, it’s easy to trace them back to the responsible person and identify any issues. It is also straightforward to revert to the original version if necessary, or to discuss proposed edits without replacing the original document. In other words, adopting a centralised collaboration platform significantly reduces the limitations imposed by time and location differences.
While a collaboration tool helps significantly to keep things moving, it shouldn’t be mistaken for a communication channel. It's essential to remember that written communication is easier to misinterpret because we can’t see the other party’s facial expressions, body language, or hear their exact tone. Therefore, it’s important to provide your team members with various channels to communicate. While you need your software to support video and voice calls, you shouldn’t dismiss written communication entirely. There are situations where email exchanges are inevitable. For quicker internal communication, we also encourage the use of instant messaging. We personally favour Slack, as it supports calls, videos, instant messaging, file sharing, and much more.
However, when it comes to communication, you need to think outside the box. The number of channels is broader than we traditionally assume. For example, timesheets also serve as a good tool for teams to communicate through. While there’s no direct conversation happening, team members receive updates on each other's progress. This visibility allows them to adjust their own schedules or understand when their assistance is needed without being pursued. As a communication channel, timesheets also enable teams to share insights from different contexts, which can later be applied to improve overall processes.
We have already hinted in the last paragraph that the final point is a time tracking solution. While we are sure that you want to and do trust your employees, it is a proven fact that a high percentage of workers end up either procrastinating or being occupied by non-work-related tasks. With both hybrid and remote work models, as well as the implementation of flexible working hours, it can become challenging to have a clear view of your team’s hours. This situation becomes particularly tricky if your company operates on an internal hourly rate or utilises an hourly retainer system for clients. Simply put, employees would be getting paid for hours they haven’t worked. Some may argue that as long as the deliverables meet the expected quality and fit within the set deadlines, you shouldn’t worry. However, you are still losing money. Money that you could be earning if the said employee were engaged in progress-driven tasks, and potentially more if they utilised their spare time after early completion.
We are not suggesting that you micromanage your staff or demand they work every moment of the day. However, having a comprehensive view of both team and individual time usage across the company can help you refine your internal strategies. For instance, identifying a more optimal timeframe for flexible working hours may be beneficial. For example, observing your team's productivity in relation to tracked time might reveal that peak performance occurs after lunch hours. This would indicate that your employees are more effective later in the day. You should consider offering them the option to start and finish work later, allowing them to maintain that peak for longer. Additionally, time tracking software may uncover inefficient processes that consume a lot of time and need revision. Who knows, perhaps a bit of automation could free up an hour or two of your staff’s time?
Absenteeism, or regular absence without a valid reason, costs companies billions every year. Unfortunately, this issue cannot be dismissed as mere tardiness. Often, the problem runs much deeper. Therefore, disciplinary measures are unlikely to resolve it, especially when circumstances are beyond the employee’s control. Examples include inefficient commuting situations, caregiving for children or the elderly, and family issues. While these are external factors contributing to absenteeism, they can be addressed to prevent financial losses - by simply introducing flexibility.
For example, if your employee is frequently late or absent due to public transport issues, it may be wise to offer them a flexible working hours scheme. This would better align with their transportation schedule. Additionally, if they are a single parent, they might appreciate working hours that correspond with their child’s school schedule. In other words, the most effective way to address absenteeism is to approach it with empathy and understanding. Concentrate on providing viable solutions that empower your staff. The challenging part, however, is determining whether you are facing absenteeism patterns or simply unfortunate circumstances. This is another situation where time tracking software, such as Timesheet Portal, proves to be useful.
The pandemic has made workplace flexibility a necessity rather than just a work perk. This change has transformed the work landscape forever. Having experienced control over their productivity and favourable circumstances, most employees are unwilling to revert to the traditional 9-to-5 office routine. Many actively express their readiness to switch jobs if flexible working conditions are eliminated. This suggests that a return to the old work model is unlikely. Therefore, the future lies in flexibility.
As an employer, it’s your responsibility to provide an environment that offers flexibility, whether through implementing flexible working hours, a hybrid office approach, or a combination of both. A lot of preparation is necessary for it to be functional. At the end of the day, however, the effort will be worth it. Not only will it lead to better talent attraction and retention, but it will also help prevent costly issues such as absenteeism.
The digital solutions you adopt to support company flexibility will serve you well in optimising other areas of your business. For example, time tracking software can track your team’s productivity and also speed up your payroll and billing processes. This leads to better project estimates and highlights outdated processes.
The future is adaptable. Let’s discover it together.