Flexible work is here to stay. In fact, McKinsey data shows office attendance is down by 30% compared to pre-pandemic levels. But making it work smoothly is another story. You might be dealing with a nearly empty office on Mondays and a scramble for desks on Wednesdays. Getting this right requires a thoughtful flexible working strategy. This guide provides the essential flexible work arrangements best practices you need to create a system that supports your team, encourages collaboration, and ensures fairness for everyone.
However, flexible work comes with its own set of challenges, and many employers have experienced this first hand – perhaps you have, as well. You might struggle to ensure everyone stays accountable and engaged or notice that asynchronous communication sometimes slows down everyone, or have your people rarely come to the office anymore.
In this article, we’ll explain how to manage flexible working and make sure it works well for everyone: for you and for your employees.
What Are Flexible Work Arrangements?
Before we talk about the strategies for managing flexible work arrangements, let's first understand what exactly we mean by this term.
Flexible work arrangements refer to any work schedule that’s different from the traditional nine-to-five office setup, and are designed to cater to different employee needs. This could include remote work, flexible hours, compressed workweeks, or job-sharing arrangements.
Remote vs. Hybrid Work Models
In a remote or hybrid work setup, your people can work from home or any location outside the office, either for a few days per week, or all the time. Fast internet, video calls, and the right tech stack make it possible for employees to stay connected and get their work done from almost anywhere.
Adopting Flexible Hours
Flexible hours mean that your people get to choose when they start and finish work, usually within a set time frame. This enables them to take care of personal commitments alongside their work duties without compromising on either one. The result of this improved work-life balance? Happier employees.
Could a Compressed Workweek Work for You?
Compressed workweeks could mean working longer hours over fewer days, or they could simply mean working fewer days, period. This means that employees get to enjoy longer weekends or midweek breaks, and, potentially, that they’re more engaged and productive the rest of the time.
How Job Sharing Works
Job sharing refers to two or more employees splitting the tasks of a single full-time role. Or, simply put, they’re all working part-time while still maintaining a sense of job security and career development (plus the usual benefits, such as healthcare and dental benefits).
This requires excellent coordination between team members, so it might be challenging to set up at first – but it might also translate into better outcomes for you in the long run, because each person will bring their unique perspective and skills to the table.
Why Flexible Work Is Here to Stay
Advances in technology have made remote and hybrid work both more feasible and accessible – and the Covid-19 pandemic showed us that flexibility is possible, even on a very short notice and on a global scale.
And indeed, for many office roles, employees can now stay connected and productive from anywhere in the world. This saves commuting time and costs, but, more importantly, it gives workers a sense of agency and control over how they work, enabling them to build a workspace that works for them.
Younger generations see this as essential: Millennials and Gen Zs want to see more flexible arrangements offered to them, including part-time roles, four-day workweeks, job sharing, and flexible hours.
In short, they want to be more in control of their time and integrate work with other aspects of their life, rather than place work at the center and organize everything else around their careers.
So, naturally, if you want to attract those workers, you need to offer them the flexibility they’re seeking, or you risk losing them to your competitors.
Some companies are pushing back; Amazon recently announced that they want everyone back in the office, with a 5-day a week RTO mandate for everyone. However, for many businesses flexibility has become an essential part of their functioning, helping them save money on office leases and have a happier, more productive workforce.
Increase Productivity and Retention
When people have more control over their schedules, they tend to be more focused and productive. Flexible work arrangements allow employees to work during their most productive hours and handle personal responsibilities without stress, which leads to better work-life balance and higher job satisfaction. This isn't just a nice-to-have; it directly impacts your bottom line. Happy, fulfilled employees are more engaged and motivated. One study even found that employees were 50% less likely to leave if they had the option to work from home. By offering flexibility, you're not just accommodating your team; you're building a more resilient and loyal workforce.
Support Gender Equality and Inclusion
Flexible work is a powerful tool for creating a more equitable and inclusive workplace. It helps level the playing field for caregivers, who are disproportionately women, allowing them to balance professional ambitions with family responsibilities. According to Australia's Workplace Gender Equality Agency (WGEA), flexible work arrangements are a key reason more women can join the workforce and advance into senior positions. The same research shows that companies with more part-time managers often have a better gender balance in leadership roles. By embracing flexibility, you open doors for a wider pool of talent and demonstrate a genuine commitment to diversity and inclusion.
Reduce Operational Costs and Environmental Impact
Beyond employee benefits, flexible work can significantly trim your operational expenses. With fewer people in the office every day, you can downsize your physical footprint, leading to substantial savings on rent, utilities, and other office-related costs. This is where a flex office software becomes invaluable, helping you manage a smaller space efficiently. A hybrid model also reduces the collective environmental impact of your team. Fewer daily commutes mean lower carbon emissions, less traffic congestion, and a smaller overall carbon footprint for your company. It’s a win for your budget and a win for the planet.
Common Challenges of Flexible Work
While the benefits are compelling, transitioning to a flexible work model isn't without its challenges. It requires a shift in mindset and a new approach to management and collaboration. Some of the most common hurdles include maintaining a strong team culture when people are physically apart, ensuring customer service remains consistent, and addressing concerns about productivity and fairness. Overcoming these obstacles requires clear communication, the right tools, and a well-defined policy that sets expectations for everyone. Let's look at some of these challenges more closely.
Impact on Teamwork and Company Culture
One of the biggest concerns with flexible work is that employees might miss out on the spontaneous collaboration and camaraderie that happens in an office. When people aren't physically together, it can be harder to build relationships, and the company culture might feel diluted. According to one report, employees might miss chances to work together, leading to a sense of disconnection. To counter this, you need to be intentional about bringing people together. Using a hybrid work software can help teams coordinate their office days, ensuring that time spent in person is purposeful and collaborative.
Maintaining Customer Service Standards
If your business is client-facing, you need to ensure that flexible schedules don't negatively impact customer service. It's crucial to have clear systems in place to manage client communications and ensure someone is always available during business hours. Without proper planning, you risk creating gaps in coverage that could lead to frustrated customers and a dip in service quality. The key is to create a flexible work policy that includes clear guidelines for scheduling, communication protocols, and handover procedures to maintain a seamless customer experience, no matter where your team is working from.
Risk of Misuse or Lower Productivity
A common fear among managers is that employees will take advantage of flexible arrangements and their productivity will drop. While this can happen, it's often a sign of a deeper issue with performance management rather than a problem with flexibility itself. The focus should shift from tracking hours to measuring outcomes and results. As UC Berkeley's HR department notes, if an employee's performance declines, managers need to address it directly and be prepared to adjust the arrangement. Building a culture of trust and accountability is essential for making flexible work successful for everyone involved.
Not a Good Fit for Every Role or Person
It's important to recognize that flexible work isn't a one-size-fits-all solution. Some roles, particularly those that require hands-on work or specialized equipment, may not be suitable for remote or hybrid arrangements. Similarly, some individuals thrive on the structure and social interaction of an office environment and may struggle with the autonomy of remote work. Forcing a single policy on everyone is unlikely to work. Instead, the goal should be to offer flexibility where it makes sense for the role and the business, creating a framework that supports different needs and work styles across the organization.
How to Create and Implement a Flexible Work Policy
A successful flexible work model doesn't happen by accident; it requires a thoughtful and well-documented policy. This policy serves as a guide for both employees and managers, setting clear expectations around communication, availability, and performance. It ensures fairness and consistency across the organization while providing the structure needed for flexibility to thrive. A strong policy is the foundation of a successful hybrid or remote work environment, helping you avoid misunderstandings and build a culture of trust and accountability from the start.
Involve a Team in the Planning Process
When creating your flexible work policy, don't do it in a vacuum. The University of Minnesota suggests you should bring together a team of people from different departments and levels of the organization. This collaborative approach ensures that the policy considers various perspectives and addresses the unique needs of different teams. Including representatives from HR, IT, management, and non-managerial staff will help you create a more comprehensive and practical policy that has broad support and a higher chance of successful adoption across the company.
Analyze the Job, Not the Person
To ensure fairness and consistency, decisions about flexible work arrangements should be based on the requirements of the job, not the preferences of the individual. Analyze each role to determine what level of flexibility is feasible. Does the job require in-person collaboration, access to specific equipment, or face-to-face interaction with clients? By focusing on the nature of the work, you can create clear, objective criteria for who is eligible for different types of flexible arrangements. This approach helps prevent perceptions of favoritism and ensures that business needs remain the top priority.
Start with a Trial Period
Instead of rolling out a permanent policy all at once, consider starting with a trial period. Most flexible work agreements begin with a trial of three to six months, which gives both the employee and the manager a chance to test the new arrangement and see how it works in practice. This pilot phase allows you to gather feedback, identify any unforeseen challenges, and make necessary adjustments before finalizing the policy. It’s a low-risk way to experiment with what works best for your team and your business, ensuring a smoother transition in the long run.
Draft a Formal, Written Agreement
Once you've worked out the details, it's crucial to put everything in writing. A formal, written agreement ensures that everyone is on the same page and understands their responsibilities. This document should outline the specifics of the arrangement, including the work schedule, communication expectations, performance metrics, and the duration of the agreement. Having a signed document provides clarity and serves as a reference point for both the employee and the manager, helping to prevent misunderstandings and ensure the arrangement is successful.
Define Technology and Equipment Rules
Your flexible work agreement should clearly state the rules around technology and equipment. Decide what technology and office items the company will provide for remote work, such as laptops, monitors, or a stipend for home office setup. You should also outline expectations for data security, use of personal devices, and technical support. Establishing these guidelines upfront prevents confusion and ensures that employees have the tools they need to be productive and secure while working outside the office. It’s a critical step in setting up a functional and safe remote work environment.
7 Best Practices for Your Flexible Work Strategy
Hybrid work is clearly here to stay, but do you know how to manage flexible working arrangements effectively? Are you confident that you can build a system that works well for everyone involved?
In this section, you’ll find our top tips and strategies for managing a flexible workforce without seeing productivity and engagement plummet. For more details, check out our guide to hybrid work.
Choose the Right Communication Tools
Easy-to-use, reliable communication software is a must for enabling teams to stay connected, regardless of where each person is working on any given day.
Look for features like real-time messaging, group channels, file sharing, and video calls to make collaboration smoother. Examples include:
- Slack, for its simple and clean user interface, real-time messaging, channels, and threads that keep conversations organized and easy to follow
- Zoom, for its high-quality video calls for virtual meetings
- Google Meet, for its simple user interface and seamless integration with Google Calendar
- Microsoft Teams, for its chat and video calls and streamlined integration with all other Microsoft Office tools
Set Clear Expectations and Boundaries
Make sure everyone knows what’s expected from them, from deadlines to availability for meetings and from in-office days to core hours. Clear guidelines help you set boundaries and ensure consistency across the team.
Put everything in writing to avoid confusion or ambiguity. Grab our hybrid policy template to get started with yours.
Clarify Employee Responsibilities
Flexibility is a two-way street. While it’s up to managers to set clear expectations for work quality and deadlines, employees also have a responsibility to make the arrangement work. This means maintaining open and proactive communication, including regular check-ins to ensure everything is running smoothly. Employees should also ensure they can access all the necessary tools and technology, like a VPN or specific software, to do their job effectively from any location. When everyone understands their role, it builds trust and ensures that performance standards are met consistently, whether a person is working from home or has booked a desk in the office using a hot desk booking system.
Use Project Management Tools to Stay Aligned
Project management software helps everyone stay organized and know exactly what they need to do, when, and whom to contact if they’re struggling with a task. Look for an app that is intuitive to use, allows you to assign tasks with 2-3 clicks max, and gives you detailed insights on the team’s progress. Here are some top software tools to consider:
- Asana, for easy task tracking and project timelines
- Monday.com, for its workflow visualization features
- Jira, for tech teams, enabling them to track issues and bugs efficiently
- ClickUp, for its simple interface enabling you to track tasks, docs, goals, and calendars in one place
Simplify Hybrid Work with Desk Booking Software
To make full use of your available office space and encourage people to come for in-person work, you need the right desk booking software.
After all, nobody likes to come to an empty office, or commute to work only to find that there aren’t any available desks left. In a hybrid setup, it’s essential to organize your office space well and give your people the option not only to book desks, but also to see who else is coming to the office on a given day – or if there are any team events planned. Officely does all that, and more.
It also provides insight into office occupancy trends, helping you manage capacity and resource utilization, and ensure that everyone has what they need to do their best work.
Prioritize Regular Check-Ins
Frequent check-ins, whether virtual or face-to-face, help keep everyone on the same page and enable you to spot any difficulties your employees might be facing.
You can do weekly check-ins with your teams via Zoom or Google Meet and have one-on-one meetings with team members as needed, either online or in person. (In-person meetings help strengthen relationships, so don’t eliminate them completely).
Train Managers to Lead Flexible Teams
Managers also need to adjust to hybrid work, and for some of them the transition might not necessarily be easy or intuitive. Help your team leaders focus on trust and results, rather than on micromanaging every aspect of your employees’ work – and ensure they know how to communicate clearly and effectively with everyone.
There are plenty of different frameworks that you can use to train managers; for example, Marshall Rosenberg's Nonviolent Communication can be particularly helpful in creating an environment where everyone feels heard and respected, and where managers are able to express their needs and concerns clearly and without placing blame.
Measure Performance by Results, Not Hours
In a flexible work environment, the old habit of clock-watching is counterproductive. Instead of tracking hours, focus on outcomes. This shift encourages a results-oriented culture where your team feels trusted and empowered to manage their own time effectively. As experts from the University of Minnesota suggest, you should measure success by goals, not by the time spent at a desk. Set clear, measurable objectives for each team member and project. When you prioritize the quality and completion of work over the hours logged, you foster autonomy and accountability, which are key ingredients for a thriving hybrid team.
Define a Manager's Authority
Clarity is your best friend when managing flexible work. Be transparent about how decisions are made, what the rules are, and any important dates or changes. Managers should have the authority to establish and communicate their team’s specific working arrangements, such as core collaboration hours or required in-office days for team projects. This ensures that expectations are consistent and well-understood by everyone. When your team knows exactly what’s expected, it builds trust and reduces the friction that can come from ambiguity, allowing everyone to focus on their work without confusion.
Hold Managers Accountable for Team Performance
While flexibility is a huge benefit, it doesn’t mean a free pass on performance. Managers must be prepared to address any dips in productivity. According to guidance from UC Berkeley, if an employee’s performance suffers, managers need to step in, have a conversation, and be ready to adjust or end the flexible arrangement if necessary. This isn’t about being punitive; it’s about maintaining team standards and ensuring the model works for the business. Equipping managers with the skills to have these constructive conversations is essential for keeping the entire team productive and engaged.
Ask for Employee Feedback—and Act on It
Investing in your employees’ wellbeing and happiness requires even more involvement from your side in a hybrid work environment compared to traditional office setups, because it’s more difficult to spot disengaged or struggling employees. That’s why it’s essential to get feedback from them on a regular basis and make sure your flexible work arrangements actually suit their needs.
Whether you use surveys and polls or simply take the time to talk to people on a regular basis, make sure you actually act on the feedback you receive.
Other Flexible Options to Consider
The flexible work models we've covered—remote work, flexible hours, and compressed workweeks—aren't an all-or-nothing choice. Think of them as ingredients you can mix and match to create the perfect recipe for your team. For example, you could establish a hybrid model where teams come into the office two days a week, but also offer flexible hours within that structure. This gives employees control over their commute times and personal appointments, layering autonomy on top of the collaborative benefits of in-office days. The goal is to build a system that genuinely supports your team's productivity and well-being. Of course, managing who is working when and where can get complicated, which is why the right hybrid work software is essential for keeping everything running smoothly.
Why Offer Flexible Work Arrangements?
Flexible workplaces have plenty of benefits for employees and businesses alike. Let's explore some of them:
Improve Employee Satisfaction and Morale
Flexible work gives employees more control over their schedules, helping them better balance personal commitments and reduce stress. For example, a working parent can pick up their child from school without feeling rushed, simply by adjusting their work hours.
This added control over their time boosts employee happiness and helps reduce stress and burnout.
Ensuring Fairness and Legal Compliance
When you introduce flexible work, it’s crucial to make sure the system is fair for everyone. Without clear, consistent policies, you risk creating a two-tiered system where in-office employees seem more committed or get more opportunities than their remote colleagues. This can lead to resentment, lower morale, and even legal trouble. Building a framework that treats every employee equitably, regardless of where they work, is fundamental to a successful flexible work strategy. It ensures that opportunities for growth and recognition are based on performance and contribution, not on physical presence in an office.
Be Aware of Manager Bias
We all have unconscious biases, and they can quietly influence our decisions. When managing a flexible team, it's important to recognize these potential blind spots. For example, affinity bias might lead you to favor employees who share your interests or background, while recency bias could cause you to overvalue the contributions of someone you just spoke with in the office. According to the University of Minnesota’s Office of Human Resources, other common biases include confirmation bias (looking for information that supports your existing beliefs) and consensus bias (assuming everyone agrees with you). Being aware of these tendencies is the first step toward making objective decisions about promotions, project assignments, and performance reviews for your entire team.
Provide Equal Access to Tools and Resources
For a flexible work model to be truly equitable, everyone needs the same access to the tools and resources required to do their job well. This goes beyond just providing a laptop and a VPN connection. Think about how your team collaborates. Do remote employees have the same ease of access to information and decision-making processes as those in the office? It’s also important to manage physical resources fairly. Using a hot desk booking system ensures that when hybrid employees come into the office, they have a guaranteed workspace. This prevents the frustration of commuting only to find no desks available and helps create a level playing field for everyone, fostering a more inclusive and productive environment.
Understand Your Legal Obligations
Flexible work isn't just a company perk; in many places, it's a legal right. For instance, Australia's Fair Work Act 2009 gives certain employees the right to request flexible work arrangements, and employers must provide a written response within 21 days. A request can only be refused on "reasonable business grounds." While laws vary by country and state, the principle is often the same: you need a clear, documented, and fair process for handling these requests. Understanding your legal responsibilities helps you create a policy that is not only supportive of your employees but also compliant, protecting your business from potential disputes and ensuring you treat every request with the seriousness it deserves.
Frequently Asked Questions
What's the first step to creating a flexible work policy? Before you write a single word, bring a few people together from different parts of the company. Your policy will be much more effective if it’s created with input from HR, management, and the employees who will be using it. Start by analyzing which job functions can support flexibility and what kind that might be. This collaborative approach helps you create a practical plan that people will actually get behind, rather than a top-down rule that misses the mark.
How do we ensure fairness when some jobs can be flexible and others can't? Fairness doesn't mean everyone gets the exact same arrangement; it means decisions are made based on clear, objective criteria. The key is to focus on the requirements of the role, not the person in it. Some jobs require a physical presence, and that's a business reality. For those roles, you can explore other types of flexibility, like compressed workweeks or adjusted hours. Be transparent about why certain decisions are made to prevent feelings of favoritism and show that you're considering everyone's needs.
How can we maintain a strong company culture with a hybrid team? A strong hybrid culture has to be intentional. You can't rely on the spontaneous "water cooler" moments of the past. Instead, you need to create deliberate opportunities for connection. Encourage teams to coordinate their in-office days so they can collaborate in person. Plan regular team-building activities, both virtual and face-to-face, that are focused on connection rather than work. It’s about creating purposeful moments that remind everyone they are part of a cohesive team.
How do we measure productivity if we're not tracking hours? You shift your focus from input to output. Instead of watching the clock, you measure success based on results and the achievement of clear goals. This requires setting well-defined expectations for projects and roles so everyone knows what they're responsible for delivering. When you judge performance on the quality and completion of work, you build a culture of trust and accountability, empowering your team to manage their own time effectively.
Do we really need special software to manage a flexible office? While you could try to manage with spreadsheets and chat channels, it often creates confusion and administrative headaches. Using a tool designed for hybrid work simplifies everything. It allows employees to easily book a desk, see when their colleagues are coming in, and find a meeting room without any hassle. For managers, it provides valuable insight into how the office is being used, helping you make smarter decisions about your space and resources.
Key Takeaways
- Create a formal policy to ensure fairness: A successful flexible work model requires clear, written guidelines. Base eligibility on job requirements, not individual preferences, to maintain consistency and set clear expectations for everyone.
- Shift your management focus from hours to outcomes: Train your managers to lead by trusting their teams and measuring performance by results. This approach builds accountability and empowers employees to manage their time effectively.
- Use the right tools to keep everyone connected: A hybrid setup thrives on seamless organization. Implement project management software and desk booking systems to help teams stay aligned and make their time in the office purposeful.
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