An FWS schedule also includes designated hours during which an employee may elect to work in … Alysa Taylor, Dec 14, 2020   |   Use these tips provided in this guide to structure a great flexible work schedule policy, to create a great flexible work environment. We have even included a sample workplace flexibility policy to help get you started quickly. As such, it’s an agreement between employer and employee. Under some policies, employees must work a prescribed number of hours a pay period and be present during a daily ‘core time.’” • Flexible working hours gives employees the option of changing starting and ending times on a periodic, open-season basis as determined by management. The pilot period will normally be at least 30 days. Every day brings new projects, emails, documents, and task lists, and often it is not that different from the work you have done before. Kathleen Hogan - Executive Vice President and Chief People Officer. 1. Some employees may not qualify for an alternative work arrangement if the department the employee works for requires the employee to be present. If flexible work options feel unattainable for your company right now, don’t despair. 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. 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. Include your flexible working policy in your Human Resources (HR) manual. This policy applies to all our employees, who need an alternative arrangement about their work schedules and who are eligible by nature of … Which is why we surveyed hundreds of small business employees to create The State of Flexible Work Arrangements, which released today. It’s important to state who within the company is eligible for an alternative work arrangement. Think about the availability of the employee for frequent communication, required attendance at meetings, the length of time required to respond to a … Why do you need a flexible work schedule policy? Under some policies, employees must work a prescribed number of hours a pay period and be present during a daily "core time." Over the past few months, we have learned so much about productivity, flexibility, resilience and compassion. It’s important to note that you may need to modify certain parts to meet your organization’s needs. 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. Flexible work schedules flourish when there is consistency in application and clear expectations are set. 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. 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. 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. You should also consider including some of the benefits of implementing such a policy. 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). They usually do not take the initiative or take the decision to do work based on their work schedule. Required fields are marked *. 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. This template may not account for all relevant local, state, or federal laws and should not be considered a legal document. In a compressed workweek schedule, an employee will work 10-hour days in exchange for a four day workweek. Oct 9, 2020  workday start and end times, full- or part-time): Work schedule flexibility is now considered standard for most roles. 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. An effective policy must include a clear process in order to remain effective. In a telecommuting arrangement, employees will continue to work their full-time job and split their working time between home and the office. 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. 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. The option also reduces employee turnover, absenteeism, and tardiness by allowing workers to flex hours around home and family obligations. In a compressed workweek, the most common flexible schedule is a four-day workweek in which employees work four ten-hour days. 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. Core Period — the hours in a workday when all staff are needed, e.g., 9 a.m.to 11 a.m. and 1 p.m. to 3 p.m., when meetings are likely to be scheduled,customer contact is heaviest, etc. 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. There are threecomponents. 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. It essentially operates as an alternative to the standard nine to five, 40-hour work week. 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… Hours for classified employees on a flexible work schedule cannot be modified by working through lunch. 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. A schedule modification per this policy should not result in a decrease in the number of weekly work hours. 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. This section should clearly explain to whom the flexible work schedule policy applies. Sarah Bond, CVP, Gaming, Microsoft; Travis Walter, CVP, Microsoft Store; and Charlotte Yarkoni, CVP, Cloud + AI, Dec 11, 2020   |   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. As technology evolves, these policies are only going to become more accessible. 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. Disclaimer: This template is only meant to provide a general guide and should be used as a reference. Train the managers. [Company name] will evaluate the impact on the employee’s colleagues as a result of the arrangement. It essentially operates as an alternative to the standard nine to five, 40-hour work week. The Flexible Work Schedule policy applies to SHRA and EHRA Non-Faculty employees. 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 … It allows employees to vary their arrival and/or departure times. If an employee belongs to a company that adheres to work-life balance, he is one lucky employee. Credit Hours. Back to the index .  |   This means it won’t be so hard for him to actually request to change his regular schedule into a flex schedule. . It may be wise to trial the policy within one department or a small group of employees. It’s important to keep in mind that not all employees will be eligible for a flexible work week. Try implementing the policy in one department or with a small group of employees from separate departments. If you haven't created a HR manual yet, use our template below and adjust it to suit your business needs. For now, returning to many of our offices around the world is still optional for employees, except for essential onsite roles. Dr. David Rhew, Dec 7, 2020   |   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. As such, by creating a company culture that values individual preferences, you’ll find happier employees are more productive employees. It’ll be a good idea to talk to key managers ahead of time and help them understand the big picture. An easy way to start compiling your organization's policy is by downloading this Flexible Work Schedule Policy template now! An employee will have fewer work hours than the standard workweek, with salary being adjusted accordingly. 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. 3. Flexible Work-Schedule Policy. Your email address will not be published. Step 5: HR will put the agreement in writing. This will ensure that your employees know what's expected of them if they want to ask for flexible working arrangements. 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. 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. A full-time employee must work 80 hours/biweekly pay period, or a multiple of this requirement, as determined by the agency head. Additionally, non-exempt staff members may not increase their number of daily or weekly work hours per this policy. Flexible Work Arrangements. Some jobs and work units cannot achieve required service levels with altered work schedules. Alternatively, an employee may work nine hours Monday through Thursday and four hours every Friday. When managers understand how … Implementing a policy that provides workers with a greater degree of freedom is bound to increase happiness among staff members. We will continue to evolve our approach to flexibility over time as we learn more. Additionally, you may include other stipulations like being in the office during core 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. These might include: Make sure to add if there will be trial periods along with their duration. 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. If you want to skip ahead to the template, click here.). 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. Two part-time employees will be assigned to the same job, filling the requirements of one full-time employee. 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. 2. Before implementing the work arrangement, it might be wise to have a trial flexible work schedule for the short-term. Looking to create a flexible work schedules policy? The U.S. Department of Labor defines the flexible schedule as “an alternative to the traditional 9 to 5, 40-hour work week.” It goes on to say, “It allows employees to vary their arrival and/or departure times. 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. A free flexible work schedules policy template. Also mention the goals and responsibilities of the employee, as well as what is expected of you as an employer. A flexible work schedule is an alternative to the traditional 9 to 5, 40-hour work week. In this article, we take a look at why you need a flexible work arrangement for your company. It’s important to point out that the Fair Labor Standards Act in the US doesn’t mention flexible work schedules. Piloting Flexible Work Arrangements If a request for a Flexible Work Arrangement is approved, the approval will be for a designated pilot period only. A flexible schedule involves either a compressed workweek or flexible starting and stopping times. The total working hours and remuneration remain the same as if using a standard schedule. [Company name] is committed to helping our employees face the challenges of modern life. Staff who wish to reduce their work hours during the summer months may see the Voluntary Reduced Summer Work Hours Policy. But small businesses (companies with 500 or fewer employees) have precious little data on this growing trend. 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. 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. Flexible work policy needs to provide clear general guidelines on how these arrangements work. Daily Flex-schedule — a flexible schedule where the employee is free to sethis/her own work hours within limits established by management. • Eligibility Your email address will not be published. Now that we’ve explained what to include, here’s a sample template to help get you started. As well, telecommuting may be considered for positions where feasible. 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. Dec 17, 2020   |   Every day brings new projects, emails, documents, and task lists, and often it is not that different from the work you have done before. 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. Utilizing a flexible work schedule policy allows employees to modify their arrival and departure times, how long they work, or from where they work. Check out these tips on implementing a flex plan your team will love. Our step-by-step guidance includes considerations like office space, salary and benefits, local law, personal taxes, expenses and more. The University encourages and authorizes individual departments to implement flexible work schedules to meet business needs. Policy. Scope. While it is not required that altern… Step 6: The decision will be revisited if the employee’s productivity or efficiency fall. 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. However, for most roles, we view working from home part of the time (less than 50%) as now standard – assuming manager and team alignment. The decision will be reevaluated if an employee’s regularly scheduled workday changes and negatively impacts performance or service delivery. Providing a flexible work arrangement has a few employee benefits: Most individuals value flexible work hours over a larger paycheck. This can include every staff employee, contract employee, freelancer, and any paid or voluntary member, or anyone else the policy may affect. 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. The pilot period will be specified in the written approval of the Flexible Work Arrangement. 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. This will streamline the process and get your policy implemented more quickly. Our guidance is to help employees plan ahead for the future. And I am deeply empathetic that this is on top of navigating the emotional toll of all that we are witnessing and experiencing. 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. Write down the guidelines and procedures carefully. 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. Some staff may have to alter their flexible schedule work arrangement by working regular hours (nine to five) on certain days. Guidelines for Flexible Work Schedule - Policy . Key Elements of a Flexible Work Policy • Workplace-specific definitions of key terms (flexible, telework, compressed work week, etc.) Policy brief & purpose. In cases where the employer initiates the request, the employee must receive formal notification of the policy and sign the agreement with all parties involved. A telecommuting agreement may also see the employee working away from the office entirely. With flexible work schedules, employers experience benefits as well. In cases where the employer rejects the employee’s request, the employee must receive a formal letter stating the reasons for the rejection. Managing a workforce operating on a flexible work schedule will present new challenges that managers may not be ready for. 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. What should a flexible work schedule policy contain? 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. It’s important to list which flexible work option will be available to employees and clearly distinguish between them. Work hours (the hours and days when employees work, e.g. Utilizing such a policy can have a few advantages for staff as well as the business. If the department’s operations are largely dependent on teamwork, [company name] may reject the proposal. A flextime schedule may be attractive to staff who need to start later in the day and finish in the evening. (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. Disadvantages of Flexible Work Schedules for Employees: 1. Flexible work arrangements (FWAs) can come in many forms, including telecommuting, compressed workweeks and flex-ible scheduling that allows employees … This way, you’ll be able to work out any issues that may arise before implementing company-wide. One of the more widespread changes experienced is that of remote work, with employees staying out of the office almost entirely during the workday. This will help identify any potential issues that could arise, especially in larger firms. A reduced schedule usually sees the employee switch from a full-time role to a part-time role. Agencies may also establish daily or weekly basic work requirements. Customer satisfaction can in no way be impacted by an employee’s flexible work schedule. 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. 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. Non exempt employees will be required at the worksite. And for employers, a flexible work policy can provide a competitive edge. Flexible work hours are not suitable for employees who thrive in an office environment and do not share the same schedules as their colleagues. Our flexible hours company policy outlines our provisions for employees who want to change their working hours, days or weeks. [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. Neither the author nor Time Doctor will assume any legal liability that may arise from the use of this sample flexible work schedule policy. 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. The policy should clearly explain who it applies to and under what circumstances an employee may be eligible for a flexible work arrangement. With a flex-time schedule, non-exempt employees are still subject to all requirements of the Fair Labor Standards Act. Flexible work schedules are voluntary work schedules that are approved by supervisors or managers. The continuity of the work must be ensured and employees will be working in tandem at the same workstation. Giving up some control of work schedules gives increased employee morale, engagement, and commitment to the organization. of engaging in a flexible work program, it does not sufficiently manage expectations from the outset. 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. Moreover, it can dramatically affect recruitment and retention as many employees and potential new hires appreciate a flexible workweek. For example, if a customer or client doesn’t receive the quality of product or service they are accustomed to. (Variations on this flexible schedule exist including twelve-hour workdays but this is not recommended.) In addition to increasing employee retention, allowing your employees some freedom to work from home can result in tremendous cost-savings to the firm. An easy way to start compiling your organization's policy is by downloading this Flexible Work Schedule Policy template now! 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 example, creating a flexible workweek for the employee would still allow them to maintain work quality. A flexible work policy can give your employees a better work-life balance. 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