Today, even though social distancing is a thing of the past, people aren’t ready to go back to their traditional 40-hour workweek. Instead, they prefer flexible schedules to balance their work and life.

If you’re looking to evolve to a more modern and flexible employee scheduling approach, then you’re in the right place.

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In this article, we’ll introduce you to flexible schedules, exploring their primary benefits and major types. We’ll also guide you through the process of identifying the best model suited for your operations. Are you ready to dive in?

Article Roadmap

• What Is a Flexible Schedule?
• Primary Benefits
• Types of Flexible Schedules
  • Compressed Workweek
  • Flextime
  • Alternate Schedule
  • Flexplace
  • Remote Work
  • Job Sharing
• Planning for Success
• Next Steps

What Is a Flexible Schedule?

Flexible schedules are work arrangements that extend beyond the traditional five-day workweek to enable employees to customize their shifts to suit personal preferences and needs. It typically involves agreements where employees must fulfill a set number of hours within a defined period while offering flexibility in determining when to work those hours.

According to the U.S. Department of Labor:

A flexible work schedule is an alternative to the traditional 9 to 5, 40-hour work week. It allows employees to vary their arrival and/or departure times. Under some policies, employees must work a prescribed number of hours a pay period and be present during a daily “core time.”

Flex models vary from company to company — some require their employees to work 40 hours a week with a set number of hours daily, while others have a core time policy for all the teams. Core time means that all employees must be present during the overlapping hours for collaboration or team meetings, regardless of their time zones.

The Labor Department adds, “Under some policies, employees must work a prescribed number of hours a pay period and be present during a daily core time.”

The following questions can help you decide whether or not implementing a flexible schedule policy will work for you:

• Do longer office hours translate into high productivity or just an attendance hack?
• Does electronic communication meet your daily requirements?
• Is it possible to maintain contact with your field staff without asking them to mark their appearance in the office for meetings or other formalities?
• Do all employees need to be physically present for entire shift durations or only for specific periods?
• When your employees travel for business, do they work from hotels or airports?
• When you encounter an urgent issue over the weekend, can you tackle it from home?

Armed with answers to the above, you can begin to understand the buzz around the flexible schedule concept and why future-savvy companies have started adopting it. According to an Owl Labs report, 80% of full-time employees said they expect work-from-home to continue even after the government lifts COVID-19 restrictions. Workplaces should therefore be prepared to extend flex work options to a majority of their employees.

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Primary Benefits

A flexible schedule can offer numerous benefits to both employees and employers. Here are some key advantages:

Access a Broad Talent Pool

Flexible schedules break down geographic barriers, allowing you to recruit talent from around the world. You can assemble a team of talented professionals regardless of their location. This diversity enriches your organization and brings fresh ideas to the table.

By embracing flexibility, you create an inclusive work environment that accommodates diverse lifestyles and preferences. It also helps foster a culture of empowerment and productivity among your team members.

Promote Transparency

Flexible work schedules promote transparency within teams by encouraging open communication and clear expectations. With such arrangements, everyone knows each other’s availability and can plan accordingly. This transparency builds trust and collaboration among team members, leading to greater efficiency and harmony in the workplace.

Increase Productivity

You can allow employees to work during their peak hours of focus and energy. When individuals can choose their most productive times, they accomplish tasks more efficiently and effectively. This freedom results in higher quality work and greater output, benefiting both employees and the organization as a whole.

Improve Employee Retention

According to an Owl Labs report, the top factors urging employees to switch jobs, equally cited at 47%, include seeking improved compensation and a more favorable work-life balance. Additionally, 40% of respondents stated they wouldn’t consider a job lacking flexible working hours.

Flexible schedules can improve employee retention by enhancing job satisfaction and work-life balance. With the flexibility to manage their schedules, employees feel more valued and appreciated by their employers. This sense of autonomy and trust fosters loyalty and commitment to the organization, reducing turnover rates and retaining top talent for the long term.

Save Costs

Flexible work schedules help save costs for both employees and employers. By allowing remote work or flexible hours, companies can reduce expenses associated with office space, utilities and other overhead costs. Similarly, employees can save on commuting expenses, such as transportation fares and fuel.

Enhance Employee Work-Life Balance

According to Hay’s Salary and Recruiting Trends report, 56% of employees are ready to accept a lower wage for a better work-life balance. Additionally, 62% would contemplate switching jobs if they could decide how frequently they worked in the office.

You can enhance employee work-life balance by empowering them to manage their personal and professional responsibilities. Employees can tailor their work hours to accommodate family commitments, personal interests and other non-work activities, reducing stress and enhancing overall well-being.

Types

Flexible schedules come in various forms to accommodate different preferences and organizational needs. Here are some common types of flexible schedules:

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Compressed Workweek

A compressed workweek reduces the number of workdays per week with an unequal distribution of hours on working days. For example, a company can offer a four-day workweek to its employees with 10-hour shifts, making room for an extra day off. Or compress two weeks of work into nine working days, allowing for two additional non-working days per month.

This arrangement offers employees additional personal time and saves on commuting time and expenses. The major advantages and disadvantages of this model are:

Pros

• Employees enjoy longer weekends.
• Employees can better balance their work commitments with personal responsibilities and interests.
• With fewer days spent commuting to work, employees can save on transportation expenses.

Cons

• It can be challenging to maintain focus and productivity throughout a longer workday.
• Extended workdays may result in physical and mental fatigue, causing burnout and decreased well-being.

Flextime

Flextime lets employees customize their operational hours daily as per their productivity levels. Some members find mornings to be more productive, while others are comfortable working at night. Employees also have the luxury of taking longer meal breaks rather than sticking to rigid break allowances.

Freedom to customize working hours prevents burnout, as employees can choose to work when they are well-rested. Some pros and cons of this model are:

Pros

• Employees can work during their most productive hours.
• Employees can accommodate personal commitments, family responsibilities, and other non-work activities more easily.
• This model demonstrates trust and respect for employees’ time and preferences, contributing to higher job satisfaction.

Cons

• It can be harder to arrange meetings and collaborate when employees have unique work hours.
• It may lead to communication gaps and delays in information sharing among team members.
• Without proper guidelines and oversight, flextime arrangements may be susceptible to abuse.

Alternate Schedule

How do you employ professionals who are unavailable for regular shifts? The answer lies in devising alternate schedules that differ from a traditional Monday-to-Friday workweek. Alternate schedules allow employees to take up second shifts, night shifts or work weekends while freeing up their day to accomplish non-obligatory tasks.

Here are some of its benefits and limitations:

Pros

• Businesses can extend their operating hours by scheduling alternate shifts throughout the day.
• Employees working non-traditional shifts often experience lighter traffic and shorter commute times.
• Some employers offer shift differentials, providing financial incentives for employees working non-traditional shifts.

Cons

• Coordinating meetings and collaboration among employees with different schedules can be challenging.
• Working non-traditional shifts, such as night shifts, can disrupt employees’ natural sleep patterns and cause health issues.
• It may limit employees’ ability to participate in social activities, spend time with family or engage in hobbies.

Flexplace

Flexplace allows employees to work predetermined schedules from home or any other location (other than the office). You can offer this arrangement for a set number of days (daily or monthly) and gradually extend it full-time. It includes the following types:

• Telecommuting: Telework is a format where employees use computers and other communication devices to overcome time and place limitations.
• Hoteling: Employees can reserve coworking spaces to accomplish their tasks instead of working from a permanent workplace. The arrangement reduces dependence on conventional office spaces and reduces employer overheads.
• Snowbird Programs: Snowbird programs allow employees to work from warm regions during winter. This practice broadens the candidate pool irrespective of age constraints.

The major advantages and disadvantages of this model are:

Pros

• It allows employees to better balance their work and personal lives.
• Employers can save on overhead costs associated with maintaining office spaces.
• Employers can access a broader talent pool.

Cons

• It could lead to communication barriers among team members.
• Employees may experience feelings of isolation and disengagement from their colleagues.
• This model might pose security risks to sensitive company information.

Remote Work

The remote work model relaxes the mandatory confines of office spaces to allow

employees to perform their jobs remotely from anywhere. According to Pew Research Center, 35% of U.S. workers with remote jobs are working from home permanently.

This model not only offers flexibility to reshape your work-life balance but also enhances productivity and promotes geographical diversity within teams. According to a recent survey, 36% of surveyors said that they believe career growth is simpler when working remotely. When asked why:

• 75% of them said it’s because their productivity is measured on their output and impact instead of time spent in the office.
• 48% said it’s because all employees are on a level playing field when working remotely.

Here are the pros and cons of this model:

Pros

• Employers can hire global talent and not remain confined to hiring from a pool of local talent.
• Employees have the freedom to create a schedule according to their lifestyle.
• Businesses can save on commuting expenses, office space rent and other associated costs.

Cons

• Remote work can lead to the feeling of isolation and disconnection from colleagues.
• Reliance on technology for remote work exposes organizations to potential cybersecurity threats.
• Communication may sometimes be difficult, hindering or delaying decision-making processes.

Job Sharing

Job sharing is a model to accomplish tasks in the shortest possible time. You can equally distribute a full-time job between multiple part-time workers. This way, every employee can work a part of the workweek while others work the rest.

Work sharing covers you during absenteeism and crucial periods. You can reassign the job to employees familiar with the tasks rather than bringing in a fresh member and starting from scratch. However, you need to ensure that the work is distributed equally among those involved.

Pros

• Employees can work part-time schedules while still contributing to a full-time position.
• Employees can enjoy a better work-life balance by reducing their overall working hours.
• It ensures continuity in tasks and coverage during absences or peak workload periods.

Cons

• Effective communication can be a complex and challenging task.
• It requires additional training and onboarding efforts.
• The success of this model relies heavily on the reliability and cooperation of all parties involved.

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Planning for Success

Incorporating a flexible schedule can yield numerous benefits. However, ensuring successful implementation requires careful planning and consideration.

From setting clear expectations to leveraging technology, here are the key insights you need to maximize the benefits of flexible schedules while maintaining productivity and harmony within your workforce.

Choose the Right Software

The best employee management software for you depends on your business requirements. You must realize that not all solutions are created equal, and what works best for one organization may not necessarily meet the needs of another.

Choosing the right platform ensures seamless integration with your existing systems, enhances efficiency and facilitates effective communication and collaboration among team members.

To guide you through the selection journey, we present to you the lean selection methodology. It’s a simple 9-step software selection process that ensures you thoroughly assess your requirements, evaluate available options and make an informed decision that fits within your budget and aligns with your strategic objectives.

Define Expectations

Clearly defining expectations is essential when implementing flexible schedule models. Open communication about guidelines, boundaries and accountability helps foster a culture of mutual understanding and trust between employers and employees.

It’s crucial to outline key parameters such as expected office presence, required work hours and communication protocols with team leaders. By setting these expectations upfront, employees gain clarity on their responsibilities and performance standards, reducing ambiguity and promoting consistency.

Promote Accountability

While flexibility empowers employees to manage their own time, it’s crucial to promote self-motivation and responsibility to ensure consistent performance and meet organizational goals.

Encourage employees to take ownership of their tasks and deadlines, emphasizing the importance of delivering quality work regardless of their schedule. Setting clear expectations regarding performance standards and communication protocols reinforces accountability across the team.

Moreover, you should provide support and resources to help employees effectively manage their workload and navigate challenges independently. Conducting regular check-ins and performance reviews allows for constructive feedback and identifies areas for improvement, ensuring continuous growth and accountability.

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Next Steps

Flexible schedules offer numerous advantages for both employers and employees, ranging from improved work-life balance to increased productivity and employee satisfaction. By allowing individuals to tailor their work hours to fit their unique needs and preferences, flexible scheduling fosters a more adaptable and fulfilling work environment.

However, to fully realize its benefits, it’s essential to have the right tools and resources in place. Investing in a robust employee scheduling platform can streamline operations, enhance communication and facilitate seamless coordination among team members.

To find the best fit, you can try our free comparison report. It lets you compare some of the industry’s top solutions based on custom criteria and requirements. Give it a try!

Are there specific challenges you’ve faced when implementing flexible schedules? What strategies have proven effective in promoting accountability and productivity in a flexible work environment? Join the conversation and share your thoughts!