Quick Guide to a Flexitime Policy Implementation in Your Workplace
Published: 16/08/2020
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In this article, we address business owners and upper management. We aim to educate them on the implementation of flexitime policies and their benefits. This is a condensed version outlining the steps required as part of the process of changing how your company operates. If you are new to the concept, it’s advisable to read a detailed guide.
Ever since businesses across all industries began contemplating a return to the office post-pandemic, flexible working has become one of the hottest topics. With the number of people allowed on the premises capped, flexibility shifted from being a job perk to a necessity. However, this necessity has revealed that a flexitime approach significantly boosts productivity. As a result, even though companies can now return to their offices, most choose not to fully populate them. If you are still uncertain about your future plans, this blog article is for you.
Without beating around the bush, let us state clearly that we firmly believe a flexitime policy is essential for every business to adopt. There are numerous benefits to this, which we have outlined previously. One key factor is that this change has transformed many workers' perceptions of what the workplace should resemble. Failing to adapt may result in losing your team, which alone serves as a compelling argument.
Flexitime policy is a guideline that specifies the number of hours a worker is expected to work each week. It enables them to select their own timeframes to meet this requirement. Typically, it is regulated by providing a specific time frame within the company’s core operational hours for workers to adhere to.
For example, a business operates from 8 AM to 7 PM, and each worker is required to work 9 hours a day. This means the worker could either start at 8 AM and be done by 4 PM or start at 11 AM and finish by 7 PM. Different companies tend to offer various options and have different regulations.
Flexible working is a significant business trend these days. Having recognised the convenience of flexibility during the pandemic, workers now hold new expectations for companies. For example, as an alternative to the traditional 9-to-5 setup, employees want organisations to offer flexible options that accommodate their needs and help them balance life and work commitments. Many assert they would begin searching for a new position or even quit immediately if their previous flexible working arrangements were to be revoked.
However, it’s not just existing employees who are starting to demand a change. Candidates actively seek out employers that pioneer flexible practices. A raft of studies has highlighted the link between flexible working and more engaged, productive workforces, in addition to lower turnover and a boost to a business's reputation and bottom line. What was once seen as a work perk is now shaping the future of the work environment. So, if you haven't explored the idea yet, why wait any longer?
Flexitime gives employees the option and freedom to set their workday start and finish times. This usually involves core hours and flexible ‘bandwidth’ hours that they can manage themselves, provided the work is completed. The goal is to place employees in an empowered position where they can manage their own time, all while ensuring they maintain a work-life balance. However, offering flexitime is not as simple as sending a company-wide email to staff to inform them of your plans. It requires careful planning and consideration. Here are some tips you may find useful.
Approach the innovative model as a comprehensive strategy. Strategy begins with a plan. Proper planning will act as a preventative measure to keep your flexitime policy from failing once implemented. The plan should clarify key flexitime arrangements and outline the advantages of flexitime to your team, managers, and customers. It’s important to identify roles that can benefit from flexitime. For example, it may not be suitable for customer-facing positions.
You will next need to set KPIs for various elements of the business to measure the impact of flexitime on the individual performance of departments and the overall business. Examine how work and performance will be monitored to ensure that targets are met and maintained. Involving employees in the planning and implementation process can lead to better decision-making, and you should always rely on your business's HR function. After all, HR departments are skilled in helping organisations adapt to key changes and ensure a smooth transition. Staff may be able to advise those who aren’t as enthusiastic about flexitime, supporting them while highlighting the broader benefits it offers for them, their team, and the business.
With a concrete plan drawn up and expectations set and communicated to your team, you are ready to proceed. However, it certainly won’t hurt to test your flexitime arrangements with a number of employees or departments, depending on the size of your company. While you may have decided who is eligible for flexitime, it’s best to solidify it with a practical exercise. First, clearly outline what success will look like. For instance, in relation to work output, projects delivered, service/work quality, and employee morale/job satisfaction. Run it for a month – you might discover that a few tweaks are necessary. Alternatively, at the end of the trial, you might find your plan is perfect and ready to roll out across your business.
However, don’t feel bound to your plan for the entire month of the experiment. Some gaps may become apparent right away, and there’s no reason to ignore them for the sake of completion. Remember, this month is meant for you to uncover what’s effective and what’s not. Therefore, don’t shy away from making changes. On the other hand, you must also resist the temptation to switch things around constantly. Otherwise, you won’t be able to identify potential patterns without giving them enough time to emerge. In other words, while you should remain flexible, stick to the original plan as much as possible. Only implement changes when something is clearly not working as intended and isn’t likely to be fixed.
Once you’ve tested the new approach and are satisfied with the results, it’s time to transition from planning and testing to implementation. At this stage, you should have a solid understanding of what works best for your company, including which departments are flexitime-compatible and the optimal time window. During the strategy phase, you might have adjusted things and been more flexible with the staff who wouldn’t participate in practice. Now is the time to formalise everything and onboard the support tools.
One of the key factors determining the success of flexitime implementation is the choice of software. The solutions you choose will heavily depend on your business model. For example, if you pay your workers for hours worked, a system for clocking in and out will be necessary. Alternatively, to avoid buddy punching, you could opt for a timesheet platform instead. It would also be necessary if, for instance, you have employees working in different locations, as most time-tracking solutions are available on the go.
You also need to consider software that enables easy collaboration and communication. More thoughtful automation will allow you to create smoother workflows that require less employee involvement, making them less prone to mistakes. A good example would be an employee shift scheduling tool. Instead of having to manually build schedules according to the required workforce and/or staff availability, designated software would create one in minutes. As stated in the beginning, every business will have a different set of tools they require. One thing all have in common is that whatever software is chosen, the solutions need to be linked together through integrations to build a powerful tech stack.
With your plan perfected and expectations clearly communicated to your team, consider adding your flexitime policy to your handbook. Ensure it outlines all the key elements, including:
The core hours your team are required to work;
The period of time an employee has to work before they can use flexitime (if applicable);
A brief summary of benefits that flexitime can have for the employee and the wider company;
Work expectations – e.g. stating that it is possible flexitime may be denied in the case of tight project deadlines;
Contact details for the person managing flexitime in case employees have queries if different from the employee’s manager.
These are just a few suggestions, and you should add any additional information that your business may need. The purpose of having your conditions outlined in the handbook is to provide your employees with a set of written pointers to help them stay in compliance with the company’s rules. You can also consider incorporating your flexitime-related rules as part of the onboarding process, or even in the contract itself. Given that employees have recently expressed a preference for flexible workplaces, you may be able to enhance talent attraction by mentioning your flexitime policy in a job ad. Overall, regardless of where in your business you use it, you need a document that clearly outlines how flexitime works in your organisation and what employees are entitled to it.
Most companies were determined to stick with the 9-to-5 model, largely due to the fear that introducing and maintaining flexible working would present too many challenges. However, the infamous pandemic compelled everyone to change their approach. It soon became clear that flexibility wasn’t as difficult as previously thought. Moreover, it became evident that companies embracing the flexitime policy have improved their efficiency and employee satisfaction. So, what are you waiting for?
If you aren’t sure where to start with the implementation of a flexible approach, look no more. Hit the ground running with your new flexitime policy by using Timesheet Portal. Our unique software features a flexitime module that eliminates the need for confusing spreadsheets and makes managing flexihours a breeze. All of that for a highly competitive price and a guarantee that you can start using the software right away.
While rich in functionality, some of our most prized features include a flexitime pool tracker, time-off approval, and configurable flexitime rules. Complete with an intuitive onboarding process builder, a shared document library, and a list of flexibility-supporting integrations, Timesheet Portal ensures a smooth and nearly effortless transition into a new, flexible future.
While the implementation of flexitime policies requires a lot of preparation, it will be worth it in the end. Having experienced a flexible work environment, most employees refuse to return to the traditional model. Additionally, employers have learned about the benefits of allowing their staff to tailor their day according to their preferences. This approach drives efficiency and improves performance. Therefore, it is clear that the future is flexible.
Sooner or later, it’s forecast that every company will have to replace 9-to-5 operational hours with flexitime. We believe in innovation, and we therefore urge companies to be early adopters rather than merely jumping on the bandwagon. This way, you will always stay ahead of the game instead of chasing after competitors who were more decisive when adopting a new trend.
Ready to start implementing the flexitime policy today? Give us a shout.