How to Implement Flexible Scheduling That’s a Win-Win for You and Your Employees

What used to be the rare exception for a handful of employees has become more mainstream. Today, flexible scheduling is a reality for more than 5 million employees who work from home at least half the time, according to Global Workplace Analytics. Further still, 40% more U.S. employers now offer flexible working arrangements than they did five years ago.

Is the timing right for your company to permit more flexibility with employee schedules and, if so, what does it entail? How can you make flexible scheduling work for your business and your staff?

What Does a Flexible Schedule Mean?

At its most basic, a flexible work schedule is an alternative to the traditional 9 to 5, 40-hour work week. And because the Fair Labor Standards Act (FLSA) doesn’t address the matter, alternative arrangements are open to exploration between you and your employees.

There are a few different types of flexwork:

• Modified schedule — Employees choose when to work their full-time hours. Instead of working 9-5, they might work from 8-4, 10-6, or any other 8-hour block. Or, in some cases, they might break up their work differently, like working two 4-hour shifts with a longer break in the middle.
• Telecommuting or remote work — Employees work from home or some other offsite location, like a coffee shop or coworking space.
• Compressed work week — Employees still work full-time hours, but they do so in fewer than five days. Typically, they work either four 10-hour days, taking a day off every week, or five 9-hour days, getting one day off every other week.
• Job sharing — Two or more employees share the responsibilities of one full-time job, each working part-time. They typically work rotating schedules with a day of overlap to collaborate and map out objectives.

Of the various options, telecommuting or remote work is getting the most attention these days, particularly during the COVID-19 pandemic. In fact, regular telecommuting grew 140% in the past decade, more than 10 times faster than the rest of the workforce.

Flexwork is touted as a gamechanger in business because it tackles three big issues: absenteeism, engagement and productivity. Employees have greater control over their schedules, so they’re no longer restricted to getting their work done at a certain time or in a set location.

Time and schedules can be better managed, too. No more long coffee breaks because motivation is lagging — or arriving late after dropping the kids off to school — or leaving early or taking a half-day for personal reasons. This flexibility goes a long way toward alleviating stress for most employees, as well as boosting overall commitment and efficiency.

A recent study revealed that people who work remotely are happy in their jobs 29% more than onsite workers.

How to Maximize the Benefits of Flexible Scheduling

If you’d like to extend flexible scheduling or remote work to your employees, you need to take a fair and careful approach. Not all positions will be suitable, due to the nature of the job, the use of special equipment or the degree of interaction with others. When weighing your options, be aware that the best flex workers possess strong organizational and time management skills, self-motivation and discipline, a solid performance record, keen job knowledge, and comfort with tech and digital tools.

Following these additional steps can enhance the flexwork dynamic and ensure you’re staying within the legal boundaries:

• Uphold time and pay requirements — For any nonexempt (or hourly) employees, be clear about expected work hours and require employees to submit timesheets weekly. Emphasize that nonexempt employees should not do any work ‘off the clock,’ such as reading/responding to emails when clocked out. Exempt (or salaried) employees, on the other hand, should be managed based on their goals and deliverables. Do NOT track work hours or establish a fixed work schedule unless necessitated by the role.
• Develop proper communication channels — Strive for reliable connectivity between staff, regardless of location, time differences and other factors. Beyond company email, calling and instant messaging for regular exchanges, consider audio and videoconferencing platforms to bridge the gap between onsite and offsite workers.
• Implement and share a flexwork/remote work policy — A proper legal policy will help establish boundaries for employees and prevent potential misunderstandings. It should cover a few key areas, such as work arrangements, use of company equipment, time and attendance rules, and data security and confidentiality.
• Promote a positive work culture — The mission, vision and guiding principles of your business extend to every single employee, including those who work offsite. Flexwork is rapidly becoming the new normal, so keep an open mind to the possibilities — and send a positive message of support and trust to all affected managers and employees.

Turn to Attorney-Approved Resources for Guidance and Compliance

Like everything in business, the right practices and policies can help keep you on solid legal ground. The Company Policies Smart App from HRdirect is an online solution for selecting and communicating essential policies to employees, including those related to remote work and other flexible scheduling arrangements. And for a comprehensive solution that provides everything you need to manage a remote workforce, check out the Remote Worker Compliance Essentials Kit. It includes an employer’s guide, preparation checklist, supervisor and employee tips, remote work request forms and a telecommuting/remote work policy — all available for download, if necessary.