Flexible workplaces 101: Benefits, types, and how to build yours

Flexible workplaces are now getting more and more popular, offering employees the freedom to work on flexible schedules and from different locations, be it the office, their homes, a library, or a coffee shop in another city.

According to data from Deloitte, that's something that 90% of workers appreciate – so it's not surprising that offering flexible working options is key for attracting the best talent.

In this article, we'll talk about the benefits and challenges of flexible workplaces and give you our top tips on building a flexible work policy that your employees will love.

What is a flexible workplace?

Let's first define what exactly we mean by a flexible workplace.

Simply put, it's an arrangement that grants employees the flexibility to decide their schedule, location, and sometimes even the tasks they want to work on. It can take many forms, from working remotely to flexible hours and job-sharing programs; there's no shortage of options to fit different work styles and preferences.

And indeed, for many, 9-to-5 office work is a thing from the past: When companies offer flexible work arrangements, 82% of employees use them.

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What are the different types of flexible work arrangements?

A flexible workplace is all about giving your employees autonomy and trusting them to do a good job without setting rigid schedule or location requirements. This also means they'll become more actively involved in creating a workplace they like.

And, for this, providing the right options is key; flexible work arrangements come in many shapes and sizes:

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Hybrid and remote work

Working remotely, even part-time, has become very popular in the past years. With the right tech, your team can work from anywhere, be it their home offices, your office, coffee shops, or literally anywhere, as long as they get the job done.

This way, daily long commutes become unnecessary – and your employees have the freedom to define where they work best. This, in turn, helps improve workplace well-being and reduce stress and even the risk of burnout.

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Flexible hours

Flex-time schedules let employees choose their workday start and end times within the limits defined in your flextime policy.

This way, they can match their work hours with their energy levels and work when they're at their best. Plus, they can take care of personal stuff, such as family events, hobbies, or appointments, without compromising the quality of their work.

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Job-sharing programs

With job-sharing, two or more people split the duties of one full-time job, usually by working part-time. This setup provides a better work-life balance for those who aren't able or willing to work full-time.

It also encourages teamwork and brings in different perspectives and ways of doing things, which might prove to be a bit messy at first, but with the right approach, you could help your team actually become more efficient at solving challenges.

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Compressed workweeks

In a compressed workweek, you work longer hours but fewer days, for example four 10-hour days instead of five 8-hour days. The benefit is obvious: a longer weekend.

Governments and companies in Europe are experimenting with shorter workweeks, and sometimes reduced weekly hours – pilots in Belgium, Germany, and Portugal are underway, while the UK's test program involving 61 companies for six months was deemed "extremely successful", with 56 companies planning to stick to a shorter week.

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Phased retirement

Phased retirement plans let workers gradually cut down their working hours at the end of their careers and ease into retirement while still helping out the team. A win for everyone.

For any of those flexible working arrangements to be successful, you need to give your employees choice and agency, rather than impose your ideas on them. Ask them what they need and work together to build the right work schedules and plans for your team.

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The evolution of workplace flexibility: How did it all begin?

Flexible work isn't new. While it became particularly widespread during Covid, it has actually been around for at least a few decades.

For most knowledge workers, productivity isn't strictly tied to a physical presence in a specific location on a strict schedule – so there's no reason to go back to the old way of doing things.

The first flextime policies appeared in the 1970s but started becoming more wide-spread in the 1990s: In 1997, 27%  of US workers said they had some flexibility regarding the start and end times of their work days, or twice as much as in 1985. Plus, as personal computers and mobile phones became more common, telecommuting started making sense.

Then, in the 2000s, broadband internet and mobile tech made working from home more and more common. Some companies started to embrace flexible work, which was one of the ways to accommodate working across multiple time zones.

In the 2010s, remote work became more widespread, as freelance sites like Upwork and Fiverr pushed the growth of the gig economy. This made it easier for companies to access global talent and realize that productivity and location aren't necessarily related.

As the pandemic hit, many were forced to work from home, at least temporarily. This served as a proof of concept at a global scale, which led many companies to adopt a mix of office and remote work going forward.

Employees today love having at least some flexibility, so offering them hybrid work options, flexible working hours, and more autonomy is key for scoring and retaining your best talent. Flexibility is no longer a perk  -- it's a basic piece of the puzzle of the modern workplace.

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What are the benefits of a flexible workplace?

So, you might be wondering, what's in it for me as an employer? Plenty of things, actually.

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Increased employee happiness and loyalty

When employees have the freedom to personalize their workspaces and schedules, they feel happier and more engaged overall – and tend to stick around for longer. This helps you cut down on turnover and recruitment costs.

For the best results, give your workers:

• The freedom (and the budget) to design their own home offices
• The option to come to the office when they want to catch up with others, meet clients, or simply do some deep work

This freedom helps employees do their best work and maintain a great work-life balance, where they can attend family events or hobbies without stress.

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Enhanced employee productivity and efficiency

It's no secret that when people have the flexibility to work during their most productive hours or in environments that inspire them, the results speak for themselves.

To minimize distractions and boost motivation (and employee productivity), offer different work schedules and hybrid arrangements that cater to different needs. Night owls and early birds aren't productive during the same hours, so why should you force them to be? Beyond flextime policies, hybrid work provides an additional level of flexibility that most employees love.

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Access to top talent

Flexible workplaces attract talent that might not otherwise be available -- think single parents and other caretakers, those who work further away from your offices, or also people with disabilities or other health issues that reduce their ability to commute.

And, if you decide to hire remotely for some positions, this further extends your talent pool to the entire country (and beyond).

Bringing together individuals with unique backgrounds, experiences, and ideas helps you create a diverse and supportive work environment. Plus, it makes it easier to find employees with specialized skills in niche fields.

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Cost savings

Flexible workspaces reduce the need for large office spaces and help you cut down on rent and utilities. That's particularly true if your company is based in an expensive city -- downsizing your offices enables you to free up money that you can reinvest elsewhere.

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How to build a flexible workplace

As cool as flexible workplaces may sound, there are a few challenges you must tackle to ensure a smooth transition. Here's how:

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Use the right tools

With teams spread across different locations and even time zones, maintaining effective communication and collaboration can be tricky. For this, you need:

• Communication tools, such as Slack, Microsoft Teams, Zoom, Google Meet, to keep everyone in the loop
• Project management software like ClickUp, Asana, Trello, or Monday.com, to keep track of projects
• File sharing and collaboration platforms, such as Google Workspace or Microsoft 365, for efficient teamwork
• Desk booking software like Officely to enable team members to book desks -- and know when's the best time to come to the office

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Define clear communication channels

Communication breakdowns can occur more easily when employees are working remotely or on different schedules. Set clear channels and rules to make sure everything's transparent and no-one is feeling isolated due to their schedule or preferences.

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Give your workers the freedom to decide what's best for them

Job satisfaction and freedom go hand in hand. Show your team you trust them to do their work well and on time without micromanaging their schedules or where they work from – but don't forget to set clear goals and provide enough support and guidance.

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Don't forget that a hybrid team is still a team

Schedule regular team meetings, virtual coffee breaks, and fun activities to keep the team spirit alive. Need inspiration? Check out our selection of the best affordable team meeting ideas you can implement ASAP.

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Make sure your systems are secure

With the rise of remote and hybrid work, security becomes a major concern, and rightfully so. Here's how to keep risks low:

• Secure remote connections with a VPN
• Keep software and data safe by providing company laptops to employees
• Make sure you can wipe devices' data if they get lost or stolen
• Use multi-factor authentication
• Encrypt and back up all sensitive data automatically

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Businesses of all sizes can create a flexible workspace with the right approach (and software)

Tech giants like Google, Microsoft, and Adobe have been leading the way in terms of flexible and hybrid work – but this doesn't mean that a flexible workforce is only reserved for the largest companies.

Small and mid-sized businesses across many industries know that to attract top talent in today's labor market, they need to offer flexibility and choice.

And for this, having the right tools is key. Desk booking software makes hot desking simple and intuitive for your team, especially if you use a tool like Officely. Our software integrates seamlessly with Slack and MS Teams and makes it easy for your team to book desks and know the best days to go into the office.

Book a free demo to see how easy it can be to create a thriving flexible workforce if you have the right tools.

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