Employees today demand flexibility – they want to be in charge not only of how they work, but also where they work from and when. That’s exactly why flexible work arrangements are becoming increasingly popular today.
So, to attract and retain the best talent, you need to provide hybrid arrangements that enable your people to juggle your professional and personal commitments with ease, without compromising the quality of their work.
In this article, we'll chat about different approaches to flexible work, discuss its benefits, lay out key strategies for implementation, and address the challenges that you might face.
What does a flexible work arrangement look like?
Flexible arrangements refer to any non-traditional work models that allow employees to have more control over when, where, and how they work – and many (54%, to be exact) would quit a job that doesn’t provide sufficient flexibility and allow for a good work-life balance.
Such arrangements could take on many forms, including alternative work hours, remote and hybrid work options, job-sharing arrangements, compressed workweeks, part-time schedules, and more. The key is to find a structure that suits both the organization's needs and the individual employee's circumstances.
Flextime, for instance, enables your people to choose the start and end times of their work days within a set range of hours. This flexibility enables them to align their work schedules with their personal commitments, such as dropping off and picking up children from school or going to the doctor.
Find out more about flex time policies and how to implement those.
Compressed workweeks typically mean working longer hours over fewer days, effectively extending weekends or having additional days off during the week. According to Gallup, 77% of employees in the US believe that a four-day workweek would have a positive impact on their wellbeing.
Telecommuting, a.k.a. remote work, allows employees to work from a different location than the office, be it their homes, a coffee shop, a library, or a beach (although we could all agree that getting sand in your keyboard is not exactly optimal).
Covid-19 proved that this is entirely possible, even at a scale; you no longer have to be in the same room with others to collaborate with them effectively.
Freelance or gig-based work has also gained traction in recent years, especially with platforms like Upwork and Fiverr. This type of flexible work arrangement enables businesses to hire for fractional roles or on a project basis, and gives employees the freedom to choose the projects they want to take on and to manage their own schedules.
Why are flexible work arrangements crucial for teams and organizations today? Top business benefits
Nowadays, flexibility isn’t just nice to have – it’s crucial for organizations that want to attract and retain top talent.
Here are some of the key benefits of flexible work arrangements:
Boosts job satisfaction and helps retain top talent
When your employees can balance their job with their personal lives, they tend to be happier, more motivated, and more loyal.
Plus, today many candidates prioritize flexibility over other perks or benefits; in fact, according to a report by Michael Page, flexibility ranks second in employees’ priorities, only after salary.
So, by embracing flexible work arrangements, you can position your organization as a top employer and attract the most skilled workers, who would otherwise seek opportunities elsewhere.
By giving your people control over how they structure their workdays, you can help reduce stress and promote overall well-being – which is just as important in a hybrid workplace as in a traditional one. When people feel they have the freedom to manage both work and life, they feel more engaged and fulfilled in their jobs.
Increases productivity
Another big plus? Productivity. Letting employees work during their peak hours and in the environments that suit them best often leads to better results. The more comfortable and supported they feel, the more creative and effective they will be. In short, this means better work quality and output at a minimal cost for you.
Promotes diversity and inclusion
Flexibility also makes workplaces more inclusive. It opens the door for people with different needs and life situations, whether they’re parents, caregivers, individuals with disabilities, or those living in remote areas.
By offering your people the option to come to the office when it’s best for them (rather than daily), you’re able to not only foster a diverse workforce but also benefit from a wider range of perspectives and skills.
Plus, diverse companies outperform non-diverse ones – and the performance gap is constantly widening, according to McKinsey & Company.
Common obstacles in implementing workplace flexibility
Now, you’re probably thinking: All that sounds great, but there must be lots of obstacles to making this work. And you’d be right, there are a few.
Let’s take a closer look – and see how you can overcome them.
Not having the right technology and infrastructure
If you’re managing a flexible workplace – or plan to introduce flexible work arrangements – you need to make sure you have the right technology and infrastructure to make it happen.
In short, you need a tool that:
- Enables your employees to book desks and parking spots easily and see who’s in the office on a given day – and know when’s the best time to come in
- Requires minimal effort to adopt and use – apps like Officely that live in Slack/MS Teams are ideal for that
- Helps you keep track of how your office space is used – and optimize it to serve your employees better
Officely does all that, and more: It’s a super simple desk booking app that gives you detailed information about office attendance and space usage, helping you make the right decisions about your office layout and the amount of space you’re renting.
Plus, it gives your people real-time information about who’s coming to the office and when. After all, nobody likes coming to an empty or overcrowded office, right?
To discover Officely’s take on the future of work (and why we believe it’s flexible), check out our eBook, Our Flexible Future.
Cultural resistance to change
If your company is used to in-office work, switching to a flexible setup might face pushback from managers and, surprisingly, sometimes from employees, too.
Some managers might worry about losing control over their teams or not being able to manage them remotely. Employees, on the other hand, may feel like they’ll miss out on opportunities if they often stay at home. Some of them might not have the right conditions for working from home.
To overcome resistance, open communication is key. Explain the benefits, provide training, and, most importantly, listen to everyone’s concerns and address each issue individually. Provide an adequate budget for home offices, not only to cover large one-time expenses like buying a desk and the necessary tech, but also for recurring costs, for example for a fast internet connection.
Challenges with managing a distributed workforce
When your team is spread out, it’s harder to keep everyone aligned and engaged. Tracking productivity and creating a sense of connection can be harder in a hybrid environment, making managers’ work all the more important.
To address this, you need to set clear, measurable goals, and track progress continuously. Use project management tools like ClickUp and Asana to set priorities and make sure everyone’s on the same page and knows what they need to work on. Regular check-ins will help you make sure everyone stays on track and has the resources they need to get their work done.
Keeping communication and collaboration high
Without face-to-face interaction, communication can suffer. Some team members can feel isolated or out of the loop, especially if information doesn’t flow freely. Plus, if your team is working asynchronously, teamwork might also take a hit.
What can you do to overcome this? Use communication tools like Slack and Teams, and especially channels, to keep teams updated and in the loop.
Make sure everyone has access to your internal knowledge bases and shared drives, regardless of their location on any given day. Create an office space that caters to different working styles and needs and organize regular team events at the office to encourage in-person work.
Ensuring equal access and opportunities for all workers
You want to make sure remote employees aren’t missing out on career opportunities or resources that in-office employees get. Flexibility should be fair to everyone and not penalize those who prefer working from home more often.
Review your policies to make sure everyone has access to training, promotions, and the right tools, and make sure you’re not falling prey to proximity biases. (Just because you’re seeing someone daily doesn’t mean they’re more productive than people who come to the office 1-2 times a week).
Make your meetings remote-first, so that folks can join the conversation from anywhere.
Staying legally compliant
Flexible work means being aware of, and compliant with, different laws on work hours, taxes, and data security. These can vary by state – and will inevitably vary from country to country.
Work with a legal counsel to ensure you’re following all the necessary laws, and make sure your employees are aware that working from another state or country might expose your company to additional taxes or admin obligations.
Key strategies for implementing flexible work arrangements
Transitioning from full-time in-person office work for everyone to a flexible workplace requires more than a simple policy change.
To be successful, you need to take into account the needs of your employees and the business as a whole. Below, you’ll find the best practices and strategies you can use to make the transition.
Set clear policies and guidelines
Transparency is key when implementing flexible work arrangements. A clear hybrid policy and a set of simple guidelines will go a long way in helping you share your expectations and requirements with workers around work hours, availability, and schedules. This ensures everyone is on the same page and eliminates misunderstandings.
For example, in your policy, you might state that employees need to be available during core business hours, but have the freedom to adjust their schedules around that as needed. You could also define preferred communication channels and expected response times.
To get started, grab our hybrid policy template and adapt it to the needs of your business.
Ensure everyone can work together efficiently – and provide the right tech to support that
Flexible work arrangements should not harm effective collaboration. Invest in tools that simplify teamwork, such as:
- Video conferencing apps like Zoom or Google Meet
- Desk booking software like Officely
- Project management tools like ClickUp, Trello, or Asana
- Communication apps like Slack or MS Teams
- Cloud-based storage platforms like Google Drive or Dropbox
Regular check-ins with all team members (together and individually) help keep communication lines open and maintain connections.
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