Flexible work arrangements are here to stay – according to data from McKinsey, office attendance is down by 30%, compared with pre-pandemic levels, with 63% of workers globally working remotely at least part of the time.
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.
Understanding 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 and hybrid work
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.
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.
Compressed workweeks
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.
Job sharing
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.
The rise of flexible work arrangements
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.
7 best practices and key strategies for managing flexible work arrangements
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, boundaries, and processes
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.
Use project management tools
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
Implement 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.
Schedule regular digital and in-person 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 your managers
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.
Get feedback from employees
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.
The benefits of flexible work arrangements
Flexible workplaces have plenty of benefits for employees and businesses alike. Let's explore some of them:
Increased employee satisfaction
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.
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