How To Manage Flexible Work Schedules

Post A Job For Free, Promote It For A Fee

Summary. To manage a flexible work schedule, make sure to evaluate your current organizational objectives and practices, talk to all stakeholders, establish clear expectations, and stay in communication with your employees.

As the world economy becomes increasingly globalized and as technology changes the definitions of what constitutes a workspace, more and more companies are ditching the rigid structure of a nine-to-five, Monday through Friday, workweek.

Instead, they are implementing flexible work schedules that meet both the needs of the company and its employees.

Key Takeaways:

A flexible work schedule is any work schedule that falls outside traditional business hours and workweeks.
There are many types of flexible work schedules, such as remote, telecommuting, shift work, and hybrid.
Flexible work schedules can increase productivity, diversify your workforce, and reduce carbon footprints.

What Is a Flexible Work Schedule?

A flexible work schedule, also known as a flexible work arrangement or alternative work arrangement (AWS), is an alternative approach to the traditional nine-to-five work schedule. Flexible work schedules offer employees more opportunities to choose when and where to work.

Depending on the agreement between the employer and employee, a flexible work arrangement may still cover 40 hours per week, or it may be adjusted.

Since the Covid-19 Pandemic, flexible work schedules are more common. This will only increase as technology, and globalized economic trends reshape the traditional norms of doing business.

As an employer, you may or may not already have flexible work schedules. In either case, you should consider the options available to you and choose what works best for your organization.

How to Manage Flexible Work Schedules

To successfully manage flexible work schedules for employees, you will want to:

Evaluate your current system. How do you currently schedule employees? Analyze how your current organizational needs are met and how they are impacted by your schedule.

If you use the traditional nine-to-five, 40-hour work week, then you need to understand that introducing flexible work schedules may come as a bit of a shock if they are not implemented carefully.

In this scenario, it is good to consider slowly rolling out flexible work schedules. You can have a trial run with a specific department and evaluate its success over the course of several weeks.

If you already have flexible work schedules but want to make changes, figure out what have been the successes and challenges in your current setup.
Communicate with stakeholders. Flexible schedules affect many different people whose needs and desires need to be taken into account. You should talk to your employees and see how they feel about flexible schedules. Figure out their preferences and see if you can accommodate them accordingly.

At the same time, work needs to get done efficiently for your organization to function properly, so make sure that your flexible schedules do not interfere with productivity. This means you must assure employees that they will not be under-resourced or under-staffed due to the flexible schedules.
Pick a flexible work schedule type. You may decide on one or multiple types of flexible schedules to meet your goals. As long as the flexible schedule is appropriate, you can base your decision on the feedback you receive from stakeholders.
Establish clear rules and expectations. Flexible schedules are still new, and many norms have yet to be established. Therefore it is critical that you clarify your organization’s expectations so that flexible schedules do not devolve into chaos.

Be clear about priorities and set up standards for communication, management, and evaluation.

Make sure your employees understand that their responsibilities still must be fulfilled, regardless of when or where they work. It is also good to consider that a flexible schedule can blur boundaries between professional and personal lives. So, for the sake of everyone’s well-being, establish boundaries of professionalism.
Monitor productivity. Whether you implemented a new flexible schedule or are managing a current one, you should always be aware of your productivity. When they are done right, flexible schedules can enhance productivity.

However, without proper guidance, flexible schedules risk decreasing productivity. This can be the result of a lack of communication, clarity in job responsibilities, or resources.

Flexible schedules can also get confusing, so time-sensitive projects require extra effort in time management. Set up a system of key performance indicators (KPIs) that will tell you if you are meeting organizational goals.
Create consistent systems of feedback. Another way to manage flexible schedules is to see how your employees react to them. Keep an eye on their well-being to see if the flexible schedules are helping or harming them.

For the most part, employees will be happy to have more agency in their professional lives; however, don’t take for granted that your system is desired by everyone.
Schedule events appropriately. Meetings, fundraisers, product releases, and any event that requires the presence of your employees will need to fit within their flexible schedules. Ideally, you want to find a way that works without making big changes.

However, you may need to require employees to attend events outside their normal working hours. If this is the case, make sure to establish this expectation from the beginning so that you can address any pushback.
Assess periodically. After several weeks or months of a flexible schedule, take time to analyze its effect on your organization. Even if the overall picture is positive, you could probably find areas in need of adjustments. A flexible work arrangement should stay flexible and not become a new form of a rigid status quo.

9 Types Of Flexible Work Schedules

Not surprisingly, there are many different types of flexible work schedules, which include:

Remote. In this flexible arrangement, all work is done outside the company’s office. Remote work allows employees to engage in their work at any location. Employees may or may not be required to work during set business hours.

It depends on the organization, though many generally ask employees to be available during regular business hours based on the company’s time zone.
Telecommuting. Telecommuting is very similar to remote work; however, it has a few key distinctions. Telecommuting allows employees to work outside the office, usually during regular business hours.

Additionally, telecommuting workers may be asked to work remotely from a specified location, such as a coworking space or rented office. Finally, telecommuting may require employees to occasionally visit their company’s office.
Hybrid. A combination of in-office, remote, and other work arrangements, hybrid work schedules offer a compromise between options. Hybrid work schedules mean that employees are expected to spend some amount of time in the office.

Employees with hybrid work schedules can choose to spend the rest of their time remotely or in the office.

Hybrid work schedules are a very popular form of flexible work arrangement because they maximize the benefits of bringing employees together in one location while still recognizing the benefits that come with empowering employees to work remotely.
Compressed Workweeks. A compressed workweek allows employees to reduce their number of workdays while still meeting their full-time 35 to 40-work-hour requirements. For example, an employee may work four ten-hour or three 12-hour work days, which would free up extra days in their week.

Some compressed workweek schedules are defined over the course of two weeks, such as a nine-day two-week plan, compressing two weeks of work into nine days, resulting in two extra days off a month.

Compressed workweek schedules are popular in certain professions, such as healthcare, that require their employees to be present for longer periods of time. Additionally, they are popular with employees who value the extra free day, such as parents or those with long commutes.
Customized. Also known as flextime, a customized, flexible schedule is made by the employee. Freelancers and independent contractors commonly use a customized work schedule; however, it is still possible for traditional employees.

The employee and employer need to come to an agreement so that the employee’s customized schedule will still fulfill job duties and responsibilities.

It can be very helpful to implement a customized work schedule when employees have certain hours or days that they are more productive. This increases overall productivity and reduces burnout or turnover.
Alternative schedule. An alternative schedule is a work schedule that falls outside traditional business hours. This is a schedule that you might find with night or weekend workers, as well as those found in the hospitality and food service industries.
Part-time. Part-time schedules are inherently flexible schedules because they give both the employer and employee more options. If you need to schedule part-time workers, you do not have to stick to a nine-to-five, 40-hour-a-week schedule.

Instead, you schedule employees based on the needs of the organization and the availability of the employee.
Shift-work. Shift work breaks up a working day into shifts that are then scheduled for employees. This is common for businesses that run for most or the entire 24-hour day. Employees are scheduled based on their shifts which may or may not be consistent.

This lack of stability can have a significant impact on the well-being of workers and should be carefully considered when shift work is implemented. Some examples of shift work include night shifts at a factory or two-week on, two-week off schedules for emergency responders.
Job sharing. Job sharing is the use of two or more part-time employees to complete the work of a full-time position. For example, one employee may work the first half of the week while the second employee works the second half.

This is a little more formalized than regular part-time employment. With job sharing, employers have to make sure that their organizational needs are consistently met by the employees.

Tips for Managing Flexible Work Arrangements

Consider the following tips to help you effectively manage flexible work schedules:

Be open-minded. Flexible work schedules can be a departure from your traditional work routine. Be mindful that this change will challenge you, so optimize your performance by being mentally flexible. Think critically, focus on what you can control, and make sure to avoid irrational judgments.
Clarify organizational needs and goals. One way or another, the work you give your employees needs to get done. Set up a system of standards that ensure the quality of work is not harmed by their flexible schedules. Employees will be receptive to such a proactive approach that helps avoid miscommunication and misunderstandings.
Make sure technology and resources are appropriate. This is particularly important for employees who work remotely, telecommute, or rely on shared office spaces. Computers, video conferencing technology, and other materials are sometimes necessary to achieve productive, flexible work arrangements.

Organize your logistics so that equipment is routinely inspected and you have access to technical support at all times.
Build consensus. If you plan to make changes to your scheduling, make sure you get the consensus of the people it will affect; otherwise, any disagreement may negatively impact your goals. If an employee feels like your policies and procedures will reduce their productivity, you will want to act on that information appropriately.
Stay in touch. When your company provides flexible scheduling, it can be harder to stay in constant communication. You no longer have access to the consistency of a nine-to-five work schedule based on a predictable location. To compensate for this, you must remember to occasionally reach out to your employees.

It may seem awkward at first, but if you make it a habit, the process can become natural. You may be either formal, in the form of feedback sessions, or informal through text, phone, or video chat. Note that if you frequently rely on text or email, consider occasionally switching to video chats to help establish more recognition.

Managing flexible work schedules can be difficult, especially for those who don’t have a lot of experience. However, the use of best practices and techniques will help you along the way so that your flexible work arrangements become assets, not detriments, to your success.

The Benefits of Flexible Work Schedules

There are both benefits and challenges to flexible work arrangements. This is because there are a wide variety of schedules you can implement. What’s more, some schedules are better or worse for certain industries and types of employees.

That being said, the pros of flexible work schedules include:

Attracts diverse talent. A flexible work schedule opens you up to job candidates who live in different locations or otherwise may not apply due to restrictions on scheduling.
Increases morale, engagement, and retention. Flexible work scheduling reflects a company’s focus on the welfare of its employees and supports them to work in their best capacity. This helps to solidify the bond between worker and employer.
Increases productivity. This is, of course, assuming that you have properly implemented your flexible work schedule. The flexible arrangement allows employees to work at times and in places that maximize their efficiency.
Environmentally friendly. Flexible work schedules can reduce carbon emissions when they cut down on commutes or result in companies downsizing their office space.
Saves expenses on properties and other resources. A smaller office, or no office at all, saves a company from paying expensive taxes or leases.

Issues With Flexible Work Schedules

If a flexible work arrangement is implemented improperly or inappropriately, it can cause challenges such as:

Lack of work/life boundaries. When workers are remote or coming in at untraditional times, it can cause confusion of when their job begins and ends. This can compound into dissatisfaction and burnout if left unchecked.
Not always practical. Your company may just not be suited for a flexible work schedule. For example, if you are a small bank, you may only operate during regular business hours.
“Out of sight, out of mind.” Some problems may go unnoticed because it is harder for supervisors to observe the behavior of their employees.
Conflicting schedules. Some flexible work schedules can result in an uneven distribution of available employees, which can result in periods with too many or too few people working.

Flexible Work Schedules FAQ

What are three examples of flexible work arrangements?

Three popular examples of flexible work arrangements include:
- Remote. This is when you allow your employees to work outside the office and possibly outside traditional business hours.
- Hybrid. This requires your employees to be available to come into the office periodically, usually two to three times a week, while still offering remote or telecommuting opportunities.
- Compressed workweek. This is where a 40-hour workweek is condensed down into fewer days, such as in a ten-hour, four-day workweek.
What is a 5-4-9 flexible work schedule?

The five-four-nine flexible work schedule is a compressed schedule split over the course of two weeks. It is arranged so that an employee works five nine-hour days the first week, then four eight-hour days the following week. This results in the employee receiving an extra day off every two weeks.
How do you manage flexibility in the workplace?

To manage flexibility in the workplace, you need to be minded, clear about your objectives, and communicative with your staff. Open-mindedness is essential to adjust to new challenges, while clarity and communication ensure that you and your employees stay focused on organizational objectives.
Who benefits most from flexible working?

Employers and employees who can increase productivity from flexible work schedules benefit the most. These are any organization with people who have different times of the day or locations that suit them better for work. This is partially determined by the job responsibilities of the employee and the industry of the employer.
What are the laws surrounding flexible work arrangements?

Flexible work arrangements are completely legal as long as they comply with current labor laws. When implementing a flexible work schedule, a company has to consider how it will affect their approach to:
- Benefits
- Equal opportunity employment
- Salary and wage considerations
- Safety and accessibility.

References

Workplace Policies

Author

Conor McMahon

Conor McMahon is a writer for Zippia, with previous experience in the nonprofit, customer service, and technical support industries. He has a degree in Music Industry from Northeastern University and in his free time he plays guitar with his friends. Conor enjoys creative writing between his work doing professional content creation and technical documentation.