de While some folks are grinding away from 9 to 5 and others are glued to their screens at home all day, there's a sweet spot in the middle — those who like to mix it up. They bounce between the office and home, roll in whenever they feel like it, and clock out when it suits them.
And you know what? These people actually get stuff done quicker and feel much more satisfied and happier, according to a 2021 study by BasicOps.
In this article, we'll break down why having flexibility in work is a game-changer and how to bring it into your company without losing control of the team ⬇️
What is flexibility in the workplace and what makes it tick?
Flexibility in the workplace is all about employees calling the shots on their workday. You get to decide when to show up and when to head out.
✅ Pros
Freedom to Plan: you get to choose your schedule and fit it around your tasks and natural rhythms.
Work-Life Balance: a flexible workplace lets you juggle a job with family, hobbies, and downtime.
Boosted Motivation: picking your own hours increases job satisfaction and employee engagement.
Less Stress: working when it suits you helps avoid burnout and overload.
Attracting Top Talent: flexibility is a big selling point for hiring, especially for those who value independence.
Higher Productivity in the workplace: when you are laboring at your best time, you get better results because you're more productive.
Time Saved on Commutes: you can skip traffic and rush hours, saving both time and money.
Fewer Sick Days: being able to work from home or having a flexible approach reduces the need for sick leave.
Increased Loyalty: trust from the employer strengthens employees' connection to the company, boosting loyalty.
Lower Turnover: a flexible schedule helps retain employees, especially those who prioritize balance and flexibility.
❌ Cons
Coordination Challenges: when everyone operates at different times, it's harder to schedule meetings and collaborate effectively.
Self-Management Struggles: without a set routine, the risk of procrastination and lowered productivity goes up.
Lack of Oversight in the workplace: it’s tougher for employers to keep tabs on how employees are spending their hours, which can lead to a dip in discipline.
Limited Availability: employees might not be around when you need them, slowing down the resolution of urgent tasks.
Burnout Risk: Blurred boundaries between job and private life can lead to overwork and burnout.
Uneven Workload: workloads can pile up unevenly throughout the day, creating stress for employees.
Administrative Headaches: implementing a flexible schedule requires extra time-tracking systems and strict task management.
Team Tensions: if some team members are on a flexible schedule while others stick to fixed hours, it can lead to frustration and tension within the team.
Planning Difficulties: predicting and allocating resources becomes trickier when employee workplaces are unpredictable.
Despite the drawbacks, flexible workplaces benefit both businesses and employees. Let's take a closer look at this issue. ⬇️
Why flexible workplace is a win-win for businesses and employees
Regus, a company with 17,000 businesses in 80 countries, decided to allow their employees to work flexible hours. After a quarter, they conducted a survey among management and found that 60% of people believe that flexible hours are actually cheaper for employers than the traditional 9-to-5 schedule. The survey also revealed some interesting facts:
- When people have flexibility, they get more done than those with a fixed schedule.
- Flex time slashes admin and management costs.
- Job postings from companies offering flex hours attract top talent like crazy.
- Since some folks are night owls, the company ends up running longer and can serve more clients.
Flex schedules crank up productivity, save on office rent, and boost profits.
Employees dig the flex workplace for the same reasons. It lets them nail that perfect balance, get better sleep, dodge traffic, and save on commuting. Because of all this, they work faster, are less likely to quit, and don’t burn out as much.
Flexible schedule — a reflection of flexibility in the workplace
A flex schedule is an arrangement where employees set their own start and end times, tailoring their workday to fit their personal circumstances and tasks. The key requirement is that they clock in a certain number of hours or complete specific tasks within set deadlines.
Flexible schedules are great for companies where creativity and independence are key, such as in IT, media, marketing and design. It's a great option for companies looking to attract and retain talented employees who value freedom and a good balance.
That said, flexible working requires smart organisation and management to maximise the benefits and minimise the risks. For example, you can use a flexible schedule management system and reduce the likelihood of mistakes and unexpected surprises. With a system, you can structure the flexible schedule management process for employees and management.
For most companies, a flex schedule is the way to go because it helps keep top talent on board. But managing these employees can be a challenge when one person begins a job at 6 a.m. and another person is already finishing up. Let’s explore how managers can effectively oversee employees on a flex schedule ⬇️
How to manage employees on a flex schedule
Managers and team leads dealing with the challenge of overseeing and coordinating employees on a flex schedule often face some serious hurdles. People labor at different times, some from home, others in the office. There are a ton of methods out there to help keep things on track. We’ll break down a few of them, explain who they work for, who they don’t, and highlight the pros and cons.
KPI and OKR Systems
KPIs (Key Performance Indicators) and OKRs (Objectives and Key Results) are systems that help track employee progress toward specific goals.
The way it goes: The manager sets clear, measurable goals for each employee. The employee then decides when and how to achieve them. Performance is judged by results: either the tasks are completed, or they’re not.
Who it’s good for:
- Best for: companies where results matter more than the process, like in IT, marketing, or sales.
- Not ideal for: companies where synchronized teamwork is crucial, like in manufacturing or construction.
Daily or weekly status updates
Regular short meetings or reports where each employee shares what they’ve accomplished, what they’re laboring on, and any issues they’re facing.
The way it goes: these meetings can be done via calls, video conferences, or text-based updates. The main goal is to keep everyone in the loop on progress and quickly address any problems that come up.
Who it’s good for:
- Best for: small teams where coordination is key, like in agencies or startups.
- Not ideal for: large companies with a lot of employees, where too many meetings could overwhelm management.
Office analytic systems
For management, office analytics system is a clear tool for managing flex employees. It will help you analyze the potential of the office as a whole and tell you how many more employees you can accommodate with your existing work format.
The way it goes: the system can be used to keep track of who is under- or over-worked, to distribute the workload among employees more efficiently and to write rewards for productive work.
Who it’s good for:
- Best for: companies of all sizes, from startups to billionaires.
- Not ideal for: creative organizations where the focus is on the outcome rather than the process.
Time tracking tools
Software that logs how much time an employee spends on various tasks.
The way it goes: employees install the program on their computers, which tracks their work time and activity. Managers can then see how much time each task took.
Who it’s good for:
- Best for: companies where tracking work hours is crucial, like accounting or law firms.
- Not ideal for: creative industries where the focus is more on the outcome than the process.
Asynchronous Communication
Asynchronous communication is a way of interacting that doesn’t require an immediate response. It involves using email, messaging apps, or company chats. Employees send messages when it’s convenient for them, and their colleagues reply when it suits them. It’s important to set response deadlines to keep communication from dragging on.
Who it’s good for:
- Best for: distributed teams and companies with international staff where different time zones need to be considered.
- Not ideal for: companies where quick decisions and immediate responses are critical.
Hybrid Approaches
Hybrid approaches are a mix-and-match of different management and coordination methods, usually tailored to fit the specific needs of a team. For instance, employees on a flex schedule might use KPIs to track their progress, while the manager holds weekly meetings to discuss results and clear any roadblocks.
Who it’s good for:
- Best for: Companies with heterogeneous teams, where different employees have different schedules and use different methods.
- Not ideal for: small companies, where it’s simpler to stick to a single management method.
Successful coordination and control of employees on a flex schedule depend on choosing the right methods.
KPIs and OKRs are good for results-driven teams, status updates are great for small groups, time trackers are ideal for precise monitoring, and asynchronous communication suits distributed teams. Hybrid approaches allow for adaptability to specific conditions but require smart management.
The key is to strike a balance between giving employees freedom and ensuring tasks are completed, so the company keeps running smoothly.
Will flexible workplaces still exist in 2024?
About fifteen years ago, this wasn’t even a question because almost no one offered flex schedules in their companies. Nowadays, most skilled professionals cite remote or flexible employment as one of their top priorities.
In 2024, we’re seeing more and more tools designed to keep tabs on employees, and workers themselves are increasingly seeking this in a company. The focus has shifted to work-life balance, and employers who push their employees too hard are losing valuable talent.
So, yeah, flexibility in the workplace is definitely relevant in 2024, and it’s only going to get more and more important with each passing year.
Flexibility examples of Big Companies
Let's take a look at six examples of workplace flexibility in large companies and find out if it really makes a difference.
Dell Technologies
Dell started pushing flex back in 2009. Employees can choose a remote schedule or choose hours that fit their lifestyle. Now, over 60% of Dell’s workforce is on this plan. It's boosted productivity and helped keep employees around.
Microsoft
Microsoft rolled out a flex schedule that considers where and when employees work. This helps attract and keep talent, making it easier for folks to balance.
Cisco
Cisco offers remote schedules, flex hours, and even shorter weeks. This reduces stress and boosts job satisfaction, keeping productivity high.
American Express
American Express lets employees work remotely and choose their own hours. This supports personal or family responsibilities, leading to higher satisfaction.
Automattic
Automattic, the company behind WordPress, lets employees work from anywhere and on their own schedule. This approach was so successful that they shut down their San Francisco office. The company even supports employees with coworking space stipends.
Google
Google lets employees choose when and where they labor. This attracts and retains top talent, boosting productivity and employee satisfaction. Google also offers remote options, making it an even more attractive employer.
Key Takeaways
- Flex schedules boost life balance. They let employees choose their own hours, which ramps up motivation, cuts down stress, and increases job satisfaction. This leads to stronger employee loyalty and lower turnover rates for companies.
- But it's not all sunshine and rainbows — managing a flex schedule requires strict oversight. It's crucial to implement control and coordination tools, like KPI systems, regular status updates, and time trackers, to keep productivity on track and maintain discipline.
- The experience of big companies proves the effectiveness of flex schedules. Giants like Dell, Microsoft, Cisco, and Google have successfully rolled out flex conditions, boosting productivity, retaining employees, and enhancing their reputation as top employers.
