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. If an employee were to initiate a request for an alternate work schedule, the following procedure must be adhered to: Step 1: The employee files an official request for an alternative work schedule with their manager and the human resources department including reasons for their request. And I am deeply empathetic that this is on top of navigating the emotional toll of all that we are witnessing and experiencing. In a compressed workweek, the most common flexible schedule is a four-day workweek in which employees work four ten-hour days. The Flexible Work Schedule policy applies to SHRA and EHRA Non-Faculty employees. It’ll be a good idea to talk to key managers ahead of time and help them understand the big picture. A flexible work policy can give your employees a better work-life balance. workday start and end times, full- or part-time): Work schedule flexibility is now considered standard for most roles. A schedule modification per this policy should not result in a decrease in the number of weekly work hours. Looking to create a flexible work schedules policy? A flexible work schedule is an alternative to the traditional 9 to 5, 40-hour work week. Check out these tips on implementing a flex plan your team will love. 2. Toni Townes-Whitley, Kathleen Hogan - Executive Vice President and Chief People Officer, Sarah Bond, CVP, Gaming, Microsoft; Travis Walter, CVP, Microsoft Store; and Charlotte Yarkoni, CVP, Cloud + AI. Here are some important sections to include in a flexible work schedule policy: In the first section of the policy, you should explain why the business is implementing a flexible work schedule. 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. 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. At the same time, the pandemic has raised questions about what our employees can expect in the future, so we provided some guidance this week to employees on our thinking about work flexibility. To provide our staff with a better work life balance, [company name] has decided to implement some arrangements to provide employees with increased flexibility in their work schedule while maintaining a productive work environment. An FWS schedule also includes designated hours during which an employee may elect to work in … 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. Flexible Work Arrangements. [Company name] is committed to helping our employees face the challenges of modern life. A reduced schedule usually sees the employee switch from a full-time role to a part-time role. Policy Statement:Royal Roads University supports the concept of flexible work arrangements with the goals of enhancing service levels and individual employee satisfaction in the work place.Flexible work arrangement possibilities are job and work unit specific. We have even included a sample workplace flexibility policy to help get you started quickly. 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. Why do you need a flexible work schedule policy? A full-time employee must work 80 hours/biweekly pay period, or a multiple of this requirement, as determined by the agency head.  |   For now, returning to many of our offices around the world is still optional for employees, except for essential onsite roles. 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. The option also reduces employee turnover, absenteeism, and tardiness by allowing workers to flex hours around home and family obligations. With a flex-time schedule, non-exempt employees are still subject to all requirements of the Fair Labor Standards Act. This will streamline the process and get your policy implemented more quickly. Key Elements of a Flexible Work Policy • Workplace-specific definitions of key terms (flexible, telework, compressed work week, etc.) If you haven't created a HR manual yet, use our template below and adjust it to suit your business needs. When managers understand how … There are threecomponents. Our guidance is to help employees plan ahead for the future. Flexibility can mean different things to each of us, and we recognize there is no one-size-fits-all solution given the variety of roles, work requirements and business needs we have at Microsoft. Work hours (the hours and days when employees work, e.g. 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. 1. We will continue to evolve our approach to flexibility over time as we learn more. In response the growing popularity of flexible work schedules and increased requests from our employees, St. Bonaventure University is pleased to offer the opportunity for flexible work schedules. Utilizing such a policy can have a few advantages for staff as well as the business. (Variations on this flexible schedule exist including twelve-hour workdays but this is not recommended.) This can include every staff employee, contract employee, freelancer, and any paid or voluntary member, or anyone else the policy may affect. Think about the availability of the employee for frequent communication, required attendance at meetings, the length of time required to respond to a … In this article, we take a look at why you need a flexible work arrangement for your company. Flexible work policy needs to provide clear general guidelines on how these arrangements work. 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. 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. Disclaimer: This template is only meant to provide a general guide and should be used as a reference. It’s important to state who within the company is eligible for an alternative work arrangement. Implementing a policy that provides workers with a greater degree of freedom is bound to increase happiness among staff members. Your email address will not be published. You should also consider including some of the benefits of implementing such a policy. Our step-by-step guidance includes considerations like office space, salary and benefits, local law, personal taxes, expenses and more. It has a great overview.The very first paragraphs cover the university’s definition of telecommuting, who approves telecommuting, where telecommuting is allowed (an employee’s home or “another suitable location”) and it mentions the othe… 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. As well, telecommuting may be considered for positions where feasible. [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. To address this, we have provided guidance to employees to make informed decisions around scenarios that could include changes to their work site, work location, and/or work hours once offices are open without any COVID-19 restrictions. Here are a few tips on how to effectively implement a flexible work schedule policy: While the ultimate goal of implementing a flexible work schedule for your staff is to create a better working environment, don’t underestimate the amount of work involved in implementing such a policy. 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. Daily Flex-schedule — a flexible schedule where the employee is free to sethis/her own work hours within limits established by management. It allows employees to vary their arrival and/or departure times. 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). Customer satisfaction can in no way be impacted by an employee’s flexible work schedule. This means it won’t be so hard for him to actually request to change his regular schedule into a flex schedule. Piloting Flexible Work Arrangements If a request for a Flexible Work Arrangement is approved, the approval will be for a designated pilot period only. Before implementing the work arrangement, it might be wise to have a trial flexible work schedule for the short-term. This template may not account for all relevant local, state, or federal laws and should not be considered a legal document. Also mention the goals and responsibilities of the employee, as well as what is expected of you as an employer. 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. 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. Guidelines for Flexible Work Schedule - Policy . Moreover, it can dramatically affect recruitment and retention as many employees and potential new hires appreciate a flexible workweek. And for employers, a flexible work policy can provide a competitive edge. It essentially operates as an alternative to the standard nine to five, 40-hour work week. Flexible Work-Schedule Policy. In a telecommuting arrangement, employees will continue to work their full-time job and split their working time between home and the office. Dr. David Rhew, Dec 7, 2020   |   Our flexible hours company policy outlines our provisions for employees who want to change their working hours, days or weeks. • Eligibility 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. It’s important to note that you may need to modify certain parts to meet your organization’s needs. Train the managers. Your email address will not be published. Dec 17, 2020   |   In a compressed workweek schedule, an employee will work 10-hour days in exchange for a four day workweek. Utilizing a flexible work schedule policy allows employees to modify their arrival and departure times, how long they work, or from where they work. 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. 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.’” In addition to increasing employee retention, allowing your employees some freedom to work from home can result in tremendous cost-savings to the firm. If an employee belongs to a company that adheres to work-life balance, he is one lucky employee. Kathleen Hogan - Executive Vice President and Chief People Officer. Some employees may not qualify for an alternative work arrangement if the department the employee works for requires the employee to be present. Some jobs and work units cannot achieve required service levels with altered work schedules. Step 3: If approved, the request will need approval from the human resources department. COMPRESSED AND FLEXIBLE WORK SCHEDULES Reference Guide PT-831 2 2018 FLEXIBLE WORK SCHEDULES FWS schedules include designated core hours and days when an employee must be present for work. Some of the flexible work arrangements available to employees at [company name] include: To determine whether there is an eligible employee for flexible scheduling, [company name] considers the following criteria: Some staff will be exempt from the flexible work policy due to their job if the job requires attendance at specific hours or days of the week or has a full-time workload. • Flexible working hours gives employees the option of changing starting and ending times on a periodic, open-season basis as determined by management. Non exempt employees will be required at the worksite. In cases where the employer rejects the employee’s request, the employee must receive a formal letter stating the reasons for the rejection. Use these tips provided in this guide to structure a great flexible work schedule policy, to create a great flexible work environment. An employee will have fewer work hours than the standard workweek, with salary being adjusted accordingly. . Hours for classified employees on a flexible work schedule cannot be modified by working through lunch. The pilot period will normally be at least 30 days. Credit Hours. • 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. As such, it’s an agreement between employer and employee. 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. Credit hours are any hours within an FWS that are in excess of an employee's basic work requirement (e.g., 40 hours a week) which the employee elects to work to vary the length of a … Over the past few months, we have learned so much about productivity, flexibility, resilience and compassion. Managing a workforce operating on a flexible work schedule will present new challenges that managers may not be ready for. Sarah Bond, CVP, Gaming, Microsoft; Travis Walter, CVP, Microsoft Store; and Charlotte Yarkoni, CVP, Cloud + AI, Dec 11, 2020   |   Step 6: The decision will be revisited if the employee’s productivity or efficiency fall. Flexible work policy statistics from a study at the University of Minnesota and MIT show that employees with flexible work schedules felt more supported by managers, had enough time to spend with loved ones, and reported higher job satisfaction. This will help identify any potential issues that could arise, especially in larger firms. If flexible work options feel unattainable for your company right now, don’t despair. Scope. Alternatively, an employee may work nine hours Monday through Thursday and four hours every Friday. Required fields are marked *. Policy. This section should clearly explain to whom the flexible work schedule policy applies. 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. For example, if a customer or client doesn’t receive the quality of product or service they are accustomed to. However, for most roles, we view working from home part of the time (less than 50%) as now standard – assuming manager and team alignment. A flextime schedule may be attractive to staff who need to start later in the day and finish in the evening. Flexible Work Schedule Options Optional work schedules can include variable hours of the day and days of the week as determined by the appropriate unit manager or supervisor. Now that we’ve explained what to include, here’s a sample template to help get you started. Utilizing a flexible work schedule policy allows employees to modify their arrival and departure times, how long they work, or from where they work. A telecommuting agreement may also see the employee working away from the office entirely. But small businesses (companies with 500 or fewer employees) have precious little data on this growing trend. All [company name] employees will be considered for alternative work scheduling on a case-by-case basis, provided the nature of the job allows for a flexible work arrangement. Flexible work schedules flourish when there is consistency in application and clear expectations are set. The total working hours and remuneration remain the same as if using a standard schedule. Every day brings new projects, emails, documents, and task lists, and often it is not that different from the work you have done before. It’s important to point out that the Fair Labor Standards Act in the US doesn’t mention flexible work schedules. Employees who are exempt from FLSA are expected to work whatever number of hours are required in order to accomplish their duties and may be permitted to set their own schedules. A flexible schedule involves either a compressed workweek or flexible starting and stopping times. Policy brief & purpose. Step 2: The employee’s manager will approve or reject the request. This policy applies to all our employees, who need an alternative arrangement about their work schedules and who are eligible by nature of … Providing a flexible work arrangement has a few employee benefits: Most individuals value flexible work hours over a larger paycheck. Giving up some control of work schedules gives increased employee morale, engagement, and commitment to the organization. Some staff may have to alter their flexible schedule work arrangement by working regular hours (nine to five) on certain days. An easy way to start compiling your organization's policy is by downloading this Flexible Work Schedule Policy template now! The policy should clearly explain who it applies to and under what circumstances an employee may be eligible for a flexible work arrangement. Under some policies, employees must work a prescribed number of hours a pay period and be present during a daily "core time." Flexible work hours are not suitable for employees who thrive in an office environment and do not share the same schedules as their colleagues. A free flexible work schedules policy template. Every day brings new projects, emails, documents, and task lists, and often it is not that different from the work you have done before. As such, by creating a company culture that values individual preferences, you’ll find happier employees are more productive employees. While we’ve shared that we will challenge long-held assumptions and seek to be on the forefront of what is possible leveraging technology, we have also communicated that we are not committing to having every employee work from anywhere, as we believe there is value in employees being together in the workplace. Try implementing the policy in one department or with a small group of employees from separate departments. Disadvantages of Flexible Work Schedules for Employees: 1. With flexible work schedules, employers experience benefits as well. The University encourages and authorizes individual departments to implement flexible work schedules to meet business needs. 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. This way, you’ll be able to work out any issues that may arise before implementing company-wide. 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. Alysa Taylor, Dec 14, 2020   |   If the department’s operations are largely dependent on teamwork, [company name] may reject the proposal. Staff who wish to reduce their work hours during the summer months may see the Voluntary Reduced Summer Work Hours Policy. Flexible working is a way of working that suits an employee’s needs, for example having flexible start and finish times, or working from home. 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