In this article, we are addressing business owners and upper management. We aim to educate them on flexitime policy implementation and its benefits. It is a condensed version outlining the steps that should be taken as part of the process of changing the way your company runs. If you are new to the concept, it’s best you read a detailed guide
Ever since businesses across all industries began contemplating going back into the office post-pandemic, flexible working has been one of the hottest topics. With the capacity of people allowed on the premises capped, flexibility, instead of being a job perk, became a necessity. However, it’s thanks to this necessity it was discovered that a flexitime approach does wonders for productivity. As a result, even though companies are now allowed back to offices, most choose not to populate them fully. If you are still on the edge regarding what your future plans are - this blog article is for you.
Without beating around the bush, let us simply state that we strongly believe that a flexitime policy is something every business should adopt. There are multiple benefits to it which we have described before. One of the key factors is that this switch has changed the views of many workers on what the workplace should look like. A failure to adapt may cost you your team, and that alone should be a very convincing argument.
What is the Flexitime Policy?
Flexitime policy is a policy which states the number of hours a worker is meant to work throughout the week. It allows them to choose their own timeframes to fulfil this requirement. It is usually regulated by giving a specific time period within the company’s core operation time for the workers to fit within.
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 be done by 7 PM. Different companies tend to offer different options and have different regulations.
Flexitime for Talent Retention and Attraction
Flexible working is big business these days. Having learned the convenience of flexibility during the pandemic, workers now have new expectations for companies. For example, as an alternative to the traditional 9-to-5 setup, employees want companies to offer flexible options to suit their needs and help them balance life and work commitments. Many assure they would start looking for a new position or even quit on the spot if their former flexible working options were to be revoked.
However, it’s not just the existing employees that are starting to demand a change. The 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 that - lower turnover and a boost to a business's reputation and bottom line. What has once been seen as a work perk is now shaping the future of the work environment. So if you’re yet to explore the idea, why wait any longer?
Flexitime Implementation Strategy
Flexitime gives employees the option and freedom of setting their workday start and finish times. This usually involves core hours, then ‘bandwidth’ hours they can manage themselves, provided the work is done. The idea is that you’re placing employees in an empowered position where they can manage their own time. All while helping to ensure they maintain a work-life balance. But offering flexitime is not just as simple as sending a company-wide email to staff telling them of your plans. It requires careful planning and consideration. So, here are some tips you may find useful.
Plan Ahead and Set KPIs
Approach the innovative model as a full-blown strategy. And strategy begins with a plan. Proper planning will serve 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 suited to benefit from flexitime. For example, it may not be right for customer-facing positions.
You will next need to set KPIs for different elements of the business, to measure the impact of flexitime on the individual performance of departments and the business overall. Examine how work and performance will be monitored to ensure targets are met and maintained. Involving employees in the planning and implementation process can lead to better decision-making, and you should always lean on your business' 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 people who aren’t so keen on flexitime, supporting them while stressing the wider benefits it has for them, their team and the business.
Test and Adjust for Maximum Impact
With a concrete plan drawn up, expectations set and communicated to your team, you are ready to go. But it certainly won’t hurt to test your flexitime arrangements on a number of employees or departments, depending on how big your company is. While you may have decided who is eligible for flexitime, it’s best to cement it with a practical exercise. First, outline with a clear definition what will the success 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 find that you need to make a few tweaks. Or 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 married to your plan for the entire month of the experiment. Some holes may become apparent right away and there’s no reason for you 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 the changes. On the other hand, you must also resist the temptation of switching 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.
Finalising Flexitime Policy
Once you’ve tested the new approach and are satisfied with the results, it’s time to move from planning and testing to implementation. At this stage, you’re meant to have a solid understanding of what works best for your company. What departments are flexitime-compatible, what is the best time window, etc. While at the strategy phase, you would switch things around and would be laxer with the staff who wouldn’t partake in practice. Now is the time to make things official and onboard the support tools.
Adopt the Right Software
One of the key factors upon which the success of flexitime implementation will depend is the choice of software. The solutions you choose would 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 needed. Alternatively, to avoid buddy punching, you could instead opt for a timesheet platform. It would also be needed if, for example, you have employees working in different locations as most time-tracking solutions are available on the go.
You will also need to consider software that enables easy collaboration and communication. More well-thought-through automation will allow you to build smoother workflows that require less employee involvement. They are, therefore, less prone to mistakes. A good example would be an employee shift scheduling tool. Instead of having to manually build schedules in accordance with required workforce and/or staff availability, a 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 - whatever software is chosen, the solutions need to be linked together through integrations to build a powerful tech stack.
Update the Employee Handbook
With your plan perfected and expectations set and understood by your team, consider adding your flexitime policy to your handbook. Make sure it sets out all the key elements, including:
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The core hours your team are required to work;
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The period of time an employee has to work before they can use flexitime (if applicable);
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A brief summary of benefits that flexitime can have for the employee and the wider company;
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Work expectations – e.g. stating that it is possible flexitime may be denied in the case of tight project deadlines;
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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 additional information your business may need. The purpose of having your conditions outlined in the handbook is to give your employees a set of written pointers to help them stay in compliance with the company’s rules. You can also consider adding your flexitime-related rules as part of the onboarding process. Or even in the contract itself. Given that employees lately have expressed a preference for flexible workplaces, you may be able to benefit from talent attraction by mentioning your flexitime policy in a job ad. All in all, regardless of where in business you will use it, you need a document clearly outlining how flexitime works in your organisation and what employees are entitled to it.
Flexible Working Has Never Been Easier
Most companies were dead set on remaining married to the 9-to-5 model. Mostly out of fear the introduction and later maintenance of flexible working are to pose too many challenges. However, the infamous pandemic forced everyone into changing their approach. And it was soon learned flexibility wasn’t as difficult as it was thought to be. Alternatively, it became evident that companies that embraced the flexitime policy have improved their efficiency and employee satisfaction. So, what are you waiting for?
Build a Flexible Workplace with Timesheet Portal
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 contains a flexitime module that eliminates the need for confusing spreadsheets and makes managing flexihours a doddle. All that for a highly competitive price and a guarantee you can start using the software right away.
While rich in functionality, some of our most prized features include everything from a flexitime pool tracker to time-off approval and configurable flexitime rules. Complete with an intuitive onboarding process builder, shared document library and a list of flexibility-supporting integrations, Timesheet Portal ensures a smooth and near-effortless transition into a new, flexible future.
Summary
While flexitime policy implementation requires a lot of preparation, it’s going to be worth it in the end. Having had a taste of a flexible work environment, most employees refuse to go back to the traditional model. Additionally, employers have also learned the benefits of allowing their staff to tailor their day in accordance with their preferences. It drives efficiency and improves performance. With this, it’s clear that the future is flexible.
Sooner or later, it’s forecasted that every company will have to replace the 9-to-5 operational hours with flexitime. We are believers in innovation and we, therefore, urge companies to be early adopters as opposed to jumping on the bandwagon. This way you will always be ahead of the game instead of chasing after the competitors who were more decisive when adopting a new trend.
Ready to start flexitime policy implementation today? Give us a shout.
