Agencies may also establish daily or weekly basic work requirements. Write down the guidelines and procedures carefully. Think about the availability of the employee for frequent communication, required attendance at meetings, the length of time required to respond to a … Guidelines for Flexible Work Schedule - Policy . Flexible Work Arrangements. We have been working in ways we never thought possible, including managing necessary safety precautions, learning to connect with small or large teams while presenting to a screen, taking care of family and friends while being in the next room on calls, adjusting hours to address new demands and so much more. Disclaimer: This template is only meant to provide a general guide and should be used as a reference. • Flexible time – designated hours during the workday when employees’ presence at the worksite is left up to their own discretion, provided that job and total time requirements are met. Which is why we surveyed hundreds of small business employees to create The State of Flexible Work Arrangements, which released today. Your email address will not be published. This will ensure that your employees know what's expected of them if they want to ask for flexible working arrangements. By embracing the remote work trend, implementing a new scheduled workday can put you in an excellent position to attract and retain staff while ensuring the long term survivability of your business. For example, creating a flexible workweek for the employee would still allow them to maintain work quality. This policy applies to all our employees, who need an alternative arrangement about their work schedules and who are eligible by nature of … As such, by creating a company culture that values individual preferences, you’ll find happier employees are more productive employees. If an employee belongs to a company that adheres to work-life balance, he is one lucky employee. In this article, we take a look at why you need a flexible work arrangement for your company. It may be wise to trial the policy within one department or a small group of employees. For example, if a customer or client doesn’t receive the quality of product or service they are accustomed to. But small businesses (companies with 500 or fewer employees) have precious little data on this growing trend. Step 4: If approved, the employee and manager will meet to discuss the details of the arrangement and agree on the goals and responsibilities of the employee. Some alternative work schedule options include: In a flextime agreement, an employee will work eight hour workdays, but the employee will have flexible hours — allowing them to adjust when they arrive and leave. Every day brings new projects, emails, documents, and task lists, and often it is not that different from the work you have done before. This way, you’ll be able to work out any issues that may arise before implementing company-wide. (click on the links to jump to a section), (Note: The first few sections cover the basics of flexible schedule policies and what they should cover. The basic work requirement of a flexible work schedule is the number of hours, excluding overtime hours, an employee must work or otherwise account for by leave, credit hours, holiday hours, excused absence, compensatory time off, or time off as an award. As well, telecommuting may be considered for positions where feasible. It’ll be a good idea to talk to key managers ahead of time and help them understand the big picture. In a compressed workweek schedule, an employee will work 10-hour days in exchange for a four day workweek. There is an array of flexible work options available at Duke including flextime (flexible work hours), telecommuting (flexible work location), compressed work schedules, and alternative work assignments such as job sharing and abbreviated schedule or part-time work. Our step-by-step guidance includes considerations like office space, salary and benefits, local law, personal taxes, expenses and more. If the department’s operations are largely dependent on teamwork, [company name] may reject the proposal. It’s important to keep in mind that not all employees will be eligible for a flexible work week. We will continue to evolve our approach to flexibility over time as we learn more. Utilizing a flexible work schedule policy allows employees to modify their arrival and departure times, how long they work, or from where they work. For now, returning to many of our offices around the world is still optional for employees, except for essential onsite roles. A flexible schedule involves either a compressed workweek or flexible starting and stopping times. This means it won’t be so hard for him to actually request to change his regular schedule into a flex schedule. With an increasing number of teams being asked to work from home, implementing a flexible work schedule policy is a process that companies have to implement quickly. Sarah Bond, CVP, Gaming, Microsoft; Travis Walter, CVP, Microsoft Store; and Charlotte Yarkoni, CVP, Cloud + AI, Dec 11, 2020   |   With a flex-time schedule, non-exempt employees are still subject to all requirements of the Fair Labor Standards Act. It’s important to note that you may need to modify certain parts to meet your organization’s needs. Hours for classified employees on a flexible work schedule cannot be modified by working through lunch. Policy. What should a flexible work schedule policy contain? The pilot period will be specified in the written approval of the Flexible Work Arrangement. An FWS schedule also includes designated hours during which an employee may elect to work in … A flextime schedule may be attractive to staff who need to start later in the day and finish in the evening. Kathleen Hogan - Executive Vice President and Chief People Officer. Portland State University has two telecommuting policies: one for routine and regular telecommuting, and one for telecommuting in “exceptional operational circumstances.” Their general policy for routine telecommuting is very thorough and some specific points stand out: 1. Additionally, you may include other stipulations like being in the office during core hours. Utilizing a flexible work schedule policy allows employees to modify their arrival and departure times, how long they work, or from where they work. Flexible work hours are not suitable for employees who thrive in an office environment and do not share the same schedules as their colleagues.  |   The total working hours and remuneration remain the same as if using a standard schedule. They usually do not take the initiative or take the decision to do work based on their work schedule. If you want to skip ahead to the template, click here.). Under some policies, employees must work a prescribed number of hours a pay period and be present during a daily "core time." As such, it’s an agreement between employer and employee. Include your flexible working policy in your Human Resources (HR) manual. 1. In addition to increasing employee retention, allowing your employees some freedom to work from home can result in tremendous cost-savings to the firm. Step 5: HR will put the agreement in writing. An employee will have fewer work hours than the standard workweek, with salary being adjusted accordingly. Three tips to help you implement a flexible work schedule policy, How To Create An Absenteeism Policy For Remote Employees (Free Template), Top 7 Employee Productivity Tracking Software For 2021, Top 9 Benefits Of Employee Productivity Software (Plus The Best Tool For 2021), The 10 Best Productivity Software For Busy People in 2021, The 8 Best Small Business Software For 2021, Free Billing Timesheet Templates (Excel, PDF, Word), How to Deal With A Negative Work Environment (2021 Guide). By minimizing the number of employees at the office, the space taken up by cubicles and offices can be cut down – reducing numerous expenses to the company including, rent, equipment, utilities, and supplies in the process. Managing a workforce operating on a flexible work schedule will present new challenges that managers may not be ready for. Two part-time employees will be assigned to the same job, filling the requirements of one full-time employee. Alternatively, an employee may work nine hours Monday through Thursday and four hours every Friday. It allows employees to vary their arrival and/or departure times. • Eligibility Moreover, it can dramatically affect recruitment and retention as many employees and potential new hires appreciate a flexible workweek. Also, consider mentioning that the firm is committed to helping its represented employees adjust to the demands of life by offering a better work/life balance, and what this means for the employee. A schedule modification per this policy should not result in a decrease in the number of weekly work hours. However, for most roles, we view working from home part of the time (less than 50%) as now standard – assuming manager and team alignment. In cases where the employer rejects the employee’s request, the employee must receive a formal letter stating the reasons for the rejection. A flexible work policy can give your employees a better work-life balance. The option also reduces employee turnover, absenteeism, and tardiness by allowing workers to flex hours around home and family obligations. Oct 9, 2020  The purpose of this policy is to describe the types of flexible work arrangements that may be made available to certain [company name] staff, the process for initiating a request for a flexible work arrangement, and how we determine an employee’s eligibility for an alternative schedule. [Company name] will consider an exempt employee to be one that doesn’t qualify a flexible work arrangement, either due to the nature of the job or if working remotely impacts any of the above-mentioned criteria. Alysa Taylor, Dec 14, 2020   |   Step 3: If approved, the request will need approval from the human resources department. A survey conducted by the Society for Human Resource Management found that 91% of human resource professionals agreed that flexible work arrangements lead to increased employee engagement levels, job satisfaction, and retention. Step 6: The decision will be revisited if the employee’s productivity or efficiency fall. This template may not account for all relevant local, state, or federal laws and should not be considered a legal document. Be sure to run the trial for a good amount of time, like at least a month, to gain a proper understanding of how your team operates under new conditions. workday start and end times, full- or part-time): Work schedule flexibility is now considered standard for most roles. Flexible work arrangements An alternative work arrangement is defined as a regular, recurring work schedule that falls within the standard workweek and is anything other than five consecutive eight-hour work days — for example, working four consecutive ten-hour workdays during the week. Eligibility for participation in flex-time will depend on an assessment by the department head to ensure that the employee’s proposed work schedule will enable the employee to fully meet job responsibilities and performance expectations, that all service needs are met during normal business hours, and that the department’s efficient and effective operations will not be interrupted. Additionally, flexible work schedules must be proven to show the accomplishment of both work and personal goals, to serve operational needs and [company name] as a whole with no drop in quality output. If flexible work options feel unattainable for your company right now, don’t despair. [Company name] will evaluate the impact on the employee’s colleagues as a result of the arrangement. Disadvantages of Flexible Work Schedules for Employees: 1. As technology evolves, these policies are only going to become more accessible. Utilizing such a policy can have a few advantages for staff as well as the business. Over the past few months, we have learned so much about productivity, flexibility, resilience and compassion. Some positions won’t be eligible for a flexible work arrangement as employees need to be present every day, such as those in the finance department. With most of the world still facing severe consequences due to the COVID 19 pandemic, businesses have had to alter the way they work, almost overnight. We have even included a sample workplace flexibility policy to help get you started quickly. [Company name] is committed to helping our employees face the challenges of modern life. Our guidance is to help employees plan ahead for the future. Additionally, non-exempt staff members may not increase their number of daily or weekly work hours per this policy. This section should clearly explain to whom the flexible work schedule policy applies. An effective policy must include a clear process in order to remain effective. Check out these tips on implementing a flex plan your team will love. Staff who wish to reduce their work hours during the summer months may see the Voluntary Reduced Summer Work Hours Policy. Now that many companies have to implement new policies regarding when, how often, and how long employees are in the office, creating a flexible work schedules policy is essential. It’s important to point out that the Fair Labor Standards Act in the US doesn’t mention flexible work schedules. Train the managers. An easy way to start compiling your organization's policy is by downloading this Flexible Work Schedule Policy template now! Flexible work arrangements (FWAs) can come in many forms, including telecommuting, compressed workweeks and flex-ible scheduling that allows employees … Under some policies, employees must work a prescribed number of hours a pay period and be present during a daily ‘core time.’” And for employers, a flexible work policy can provide a competitive edge. A full-time employee must work 80 hours/biweekly pay period, or a multiple of this requirement, as determined by the agency head. As a precaution, it’s a good idea to train managers ahead of time to better manage the staff under them — ensuring that flexibility in the workweek doesn’t come at the expense of productivity or quality of work. Implementing a policy that provides workers with a greater degree of freedom is bound to increase happiness among staff members. It essentially operates as an alternative to the standard nine to five, 40-hour work week. And by experimenting to see what works, you show employees that you’re committed to making a flexibility policy work, even if it won’t come about overnight. Dr. David Rhew, Dec 7, 2020   |   Policy brief & purpose. Flexible work schedules are voluntary work schedules that are approved by supervisors or managers. Looking to create a flexible work schedules policy? You should also consider including some of the benefits of implementing such a policy. Moving forward, it is our goal to offer as much flexibility as possible to support individual workstyles, while balancing business needs and ensuring we live our culture. Some employees may not qualify for an alternative work arrangement if the department the employee works for requires the employee to be present. 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