A flexible schedule involves either a compressed workweek or flexible starting and stopping times. Daily Flex-schedule — a flexible schedule where the employee is free to sethis/her own work hours within limits established by management. 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. 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. 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. It essentially operates as an alternative to the standard nine to five, 40-hour work week. Two part-time employees will be assigned to the same job, filling the requirements of one full-time employee. A flexible work schedule is an alternative to the traditional 9 to 5, 40-hour work week. Our step-by-step guidance includes considerations like office space, salary and benefits, local law, personal taxes, expenses and more. Write down the guidelines and procedures carefully. 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. An FWS schedule also includes designated hours during which an employee may elect to work in … [Company name] is committed to helping our employees face the challenges of modern life. Now that we’ve explained what to include, here’s a sample template to help get you started. Guidelines for Flexible Work Schedule - 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. What should a flexible work schedule policy contain? 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. 1. Flexible work schedules flourish when there is consistency in application and clear expectations are set. As such, by creating a company culture that values individual preferences, you’ll find happier employees are more productive employees. 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. 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. • 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. Hours for classified employees on a flexible work schedule cannot be modified by working through lunch. (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.  |   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. An employee will have fewer work hours than the standard workweek, with salary being adjusted accordingly. Your email address will not be published. A telecommuting agreement may also see the employee working away from the office entirely. This can include every staff employee, contract employee, freelancer, and any paid or voluntary member, or anyone else the policy may affect. It’s important to keep in mind that not all employees will be eligible for a flexible work week. This template may not account for all relevant local, state, or federal laws and should not be considered a legal document. Every day brings new projects, emails, documents, and task lists, and often it is not that different from the work you have done before. Our flexible hours company policy outlines our provisions for employees who want to change their working hours, days or weeks. If you want to skip ahead to the template, click here.). Over the past few months, we have learned so much about productivity, flexibility, resilience and compassion. Additionally, you may include other stipulations like being in the office during core hours. While it is not required that altern… Step 5: HR will put the agreement in writing. Which is why we surveyed hundreds of small business employees to create The State of Flexible Work Arrangements, which released today. In this article, we take a look at why you need a flexible work arrangement for your company. There are threecomponents. Agencies may also establish daily or weekly basic work requirements. If flexible work options feel unattainable for your company right now, don’t despair. Step 2: The employee’s manager will approve or reject the request. Flexible Work-Schedule Policy. Utilizing a flexible work schedule policy allows employees to modify their arrival and departure times, how long they work, or from where they work. 3. One of the more widespread changes experienced is that of remote work, with employees staying out of the office almost entirely during the workday. Implementing a policy that provides workers with a greater degree of freedom is bound to increase happiness among staff members. In cases where the employer rejects the employee’s request, the employee must receive a formal letter stating the reasons for the rejection. This way, you’ll be able to work out any issues that may arise before implementing company-wide. Utilizing such a policy can have a few advantages for staff as well as the business. Additionally, non-exempt staff members may not increase their number of daily or weekly work hours per this policy. 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. As well, telecommuting may be considered for positions where feasible. A flexible work policy can give your employees a better work-life balance. 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. This policy applies to all our employees, who need an alternative arrangement about their work schedules and who are eligible by nature of … Before implementing the work arrangement, it might be wise to have a trial flexible work schedule for the short-term. 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. 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 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. In a telecommuting arrangement, employees will continue to work their full-time job and split their working time between home and the office. In a compressed workweek, the most common flexible schedule is a four-day workweek in which employees work four ten-hour days. 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. Also mention the goals and responsibilities of the employee, as well as what is expected of you as an employer. It’s important to note that you may need to modify certain parts to meet your organization’s needs. Policy brief & purpose. of engaging in a flexible work program, it does not sufficiently manage expectations from the outset. A schedule modification per this policy should not result in a decrease in the number of weekly work hours. Flexible work policy needs to provide clear general guidelines on how these arrangements work. Some jobs and work units cannot achieve required service levels with altered work schedules. Policy. Why do you need a flexible work schedule policy? It’s important to list which flexible work option will be available to employees and clearly distinguish between them. This will ensure that your employees know what's expected of them if they want to ask for flexible working arrangements. 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 pilot period will normally be at least 30 days. 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. Check out these tips on implementing a flex plan your team will love. 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. Disclaimer: This template is only meant to provide a general guide and should be used as a reference. The policy should clearly explain who it applies to and under what circumstances an employee may be eligible for a flexible work arrangement. 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… Managing a workforce operating on a flexible work schedule will present new challenges that managers may not be ready for. 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 working hours gives employees the option of changing starting and ending times on a periodic, open-season basis as determined by management. And for employers, a flexible work policy can provide a competitive edge. Train the managers. workday start and end times, full- or part-time): Work schedule flexibility is now considered standard for most roles. The total working hours and remuneration remain the same as if using a standard schedule. Some staff may have to alter their flexible schedule work arrangement by working regular hours (nine to five) on certain days. Non exempt employees will be required at the worksite. 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). A free flexible work schedules policy template. It’s important to state who within the company is eligible for an alternative work arrangement. This section should clearly explain to whom the flexible work schedule policy applies. Flexible work hours are not suitable for employees who thrive in an office environment and do not share the same schedules as their colleagues. We will continue to evolve our approach to flexibility over time as we learn more. Required fields are marked *. Some employees may not qualify for an alternative work arrangement if the department the employee works for requires the employee to be present. 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. It may be wise to trial the policy within one department or a small group of employees. Giving up some control of work schedules gives increased employee morale, engagement, and commitment to the organization. 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