How to Successfully Implement Flexible Work Arrangements in Your Company

Flexible work arrangements are no longer a perk. They're a necessity. 

Since the onset of the COVID-19 pandemic, remote and hybrid work models have become the new normal in many companies. With an increasing focus on employee satisfaction, a flexible work arrangement is now a priority for a business — be it a startup or a multinational corporation.

But how can we ensure that flexibility doesn't compromise productivity or team cohesion? After all, a successful transition to flexible work arrangements requires structural changes and a shift in mindset. 

This article will:

• Explore the step-by-step process to implement flexible work arrangements in your company successfully.
• Help you understand the dynamics and benefits of flexible work.
• Explain why you can build an adaptable and high-performing workforce by adopting the right strategies. 

🔨 How to successfully implement flexible work arrangements in your company in 7 steps

Now that you know the perks of flexible work arrangements, let's see how to incorporate them into your company. 

Determine the best flexible work arrangements for your company

There are several models of flexible work arrangements, such as:

• Remote work: Allowing employees to work from wherever they want.
• Job sharing: Having more than one person executes the same responsibilities. It makes work pressure manageable and enhances problem-solving. 
• Part-time work: Helps you attract and retain skilled talents who may not be interested in a full-time position. 
• Flexitime: Letting employees choose their work hours. This approach helps workers fulfill commitments and maintain productivity. With flextime, you can combine options that suit your needs and employees. 
• Compressed schedule: Helps employees balance high-peak workloads and have an extra day to cool off (think 4-day work weeks). 

Your task is to choose a model that suits your workforce and business goals to ensure the best results. 

Ask your employees and figure out what they want in flexible work arrangements. Run surveys and design personalized arrangements for different teams to make the best choice. 

But beware, a single work model might not suit the entire workforce, especially if you have a diverse talent pool. 

For example, while perfect for creative roles, remote work may not be suitable for employees with strategic roles. 

However, try to strike the right balance without compromising on business goals.

Set clear policies and guidelines

Flexible work arrangements offer employees autonomy. But without clear guidelines in place, this can often be misused or underutilized. 

Clear policies can reduce confusion, maintain productivity and enhance business results in the long term.

While deciding the policies, here are some points to consider:

• employee availability for frequent communication;
• time required to respond;
• meeting attendance;
• inter-departmental balance;
• alternative childcare arrangements. 

💡 Tip: Develop and share proper documentation to avoid confusion later. 

Invest in technology

Despite its benefits, flexible work arrangements pose several challenges for an organization. One of them is managing employees working from different locations and on different schedules.

So, companies must invest in the right technology to streamline workflow and equip employees with what they need. 

Provide laptops, headsets, and other gadgets for employees working remotely. 

Plus, have a secure internal system for data sharing and communication. 

And, don't forget about diverse training and development offerings.

Encourage communication and collaboration

With employees working from different locations and schedules, keeping clear communication makes all the difference. 

Apart from providing a dedicated communication channel, ensure your employees feel comfortable contacting colleagues virtually. Start cross-departmental initiatives to build synergy. 

Maintain a virtual calendar so your employees know when to contact each other. Regularly maintain audio and video communication channels to avoid friction in employee collaboration. Provide the right remote working tools and ensure everybody knows how to use them. 

Train managers and employees

Training managers and employees is crucial in successfully implementing flexible work arrangements. 

Create or curate training materials that give managers and staff the necessary skills, knowledge, and tools to adapt to this new working method.

For managers, training should focus on managing a remote or hybrid team. 

Include training topics such as: 

• developing competencies in leading virtual teams; 
• remote communication;
• providing effective feedback remotely; 
• trust-building; 
• maintaining employee engagement from a distance.

For employee training, provide them with the skills needed to stay productive and efficient while working flexibly.

Include topics such as: 

• time management; 
• self-motivation; 
• digital literacy; 
• mastering remote work tools and technologies; 
• how to maintain a healthy work-life balance while working remotely;
• managing potential isolation.

💡 Tip #1: Offer ongoing support and resources in addition to formal training. Aim to help managers and employees navigate the transition to flexible work arrangements. 

💡 Tip #2: Remember, open lines of communication are critical during this time of change, and training should be a continuous process, adapting to emerging needs and challenges as they arise.

A digital adoption platform (DAP) is an excellent solution for hybrid and remote teams to provide contextual training and continuous support to employees and managers across your digital workplace.

With a DAP such as Walkme or Whatfix, an organization can enable employees to get the most out of their digital tools by creating in-app guidance to drive software adoption, pop-ups for process changes or company announcements, and self-help wikis that provide real-time, on-demand support for IT-related questions.

Ensure a cohesive employee experience for your entire workforce

Ensuring a coherent employee experience for your entire workforce, regardless of their working arrangements, is crucial to successfully implementing flexible work arrangements. 

Your task is to foster an inclusive work culture where every employee feels equally valued and engaged, whether working from the office, home, or another remote location.

Leveraging technology and digital tools can help bridge geographical divides, allowing for seamless interaction and collaboration. 

Some solutions to ensure all employees are aligned with team objectives and organizational goals are:

• regular check-ins; 
• virtual team meetings;  
• collaborative platforms. 

📝 Check out 17 powerful one-on-one meeting templates for your upcoming conversations. 

Furthermore, maintaining consistency in performance management and employee development across different working arrangements is critical.

You must ensure remote workers have equal access to growth opportunities, training programs, and career development resources as their in-office counterparts.

Zavvy is the ultimate people enablement platform for digital startups and scaleups. 

Our innovative tools allow you to develop, engage, and retain your talent like the most successful tech giants. 

Zavvy offers a range of customizable solutions, including preboarding and onboarding, performance and feedback, development and skills, training and knowledge, and engagement - all at a price accessible to growing businesses.

Evaluate and adjust your flexible work policy

Every strategy needs regular evaluation to sustain decent outcomes, and newly implemented flexible work policies aren't an exception. 

Always set up a trial period while incorporating flexible work models. Evaluate employee engagement, task completion rate, satisfaction, work quality, etc. 

✍️ Use an employee feedback survey to collect quantitative and qualitative data.

Did the newly implemented work arrangement cause any decline? Get to the bottom of the whys and act on them. 

🏆 5 Benefits of implementing flexible work arrangements

Increased employee satisfaction and morale

Flexible work arrangements offer autonomy to your workers. It shows their employer trusts their capabilities and sense of responsibility. 

Allowing employees to manage their work boosts their confidence. They feel more motivated to bring their best to the table. This increases morale and, ultimately, job satisfaction. 

Even surveys support this. According to McKinsey & Company's 2022 survey, a flexible work arrangement was one of the top 3 motivators for employees looking for a new job. The other major motivators are better pay and opportunities.

Improved work-life balance

According to ComPsych, 61% of employees experience high-stress levels and extreme fatigue; 14% cite poor work-life balance. So, employees now desire and prioritize a healthy work-life balance. 

A flexible work model gives employees enough time to invest in their personal commitments. It helps you support them in dealing with work-life balance issues and thrive in both.

Increased productivity and efficiency

According to International Labour Organization, flexible working hours and schedules can positively affect employees' performance and work-life balance. 

A flexible work arrangement allows employees to complete tasks at their most productive hours instead of 9 to 5. They spend more time on their tasks and less on checking the clock every other minute. The quality of work increases, making it easier for them to target deadlines more efficiently. Plus, it reduces burnout and improves employee engagement.

Flexible work models also reduce the long and expensive commute time with a work-from-home option. Employees get to work in their space without the distractions of shared office spaces. 

Companies implementing flexible hours also offer a later check-in time, which helps employees avoid rush hours. This way, they don't have to worry about being late and fully commit their attention to the tasks.

Access to a broader pool of talent

A diverse team brings unique ideas and lets you leverage each employee's skill set to scale the business. But hiring top talents in a 9 to 5 work model has its challenges. The candidate's location becomes a huge roadblock and prevents companies from hiring global talent. 

With remote work options, companies can seek talent without worrying about where they live. Also, employers offering flexible work arrangements establish their dedication to employee wellness.

A positive employer brand can attract the best professionals in your industry. This gives you access to a broader, diverse pool of talent.

All you need to do is run a skill-gap analysis and identify talent accordingly. 

Plus, 88% of workers say they prioritize job hours and location flexibility while seeking a new role. 

Cost savings for the company

One primary benefit of flexible work arrangements is cost-effectiveness, especially for large organizations. There is a significant investment involved in keeping an employee at their desk. 

By offering flexible work arrangements, companies can reduce office expenses like stationery, utility bills, etc. A remote or hybrid work model reduces the need for individual office spaces, helping you save money in real estate. 

Darshan Somashekar, the founder of Hearts.land, explains, "We now save thousands of dollars monthly by not having permanent office space. When we need to get together, we rent an office for a day which is a fraction of the cost of having a long-term lease. With the savings, we've reinvested further in our gaming business."

➡️ Embrace the future: Grow your people, regardless of their location

Getting out of the strenuous 9 to 5 cycle can do wonders for your business. Create clear policies and choose the right tools.

Run regular surveys to ensure employees are on board with your strategy. 

Lastly, while flexible work arrangements have many benefits, a cookie-cutter approach isn't always ideal.

So, you must work towards personalizing a solution for your organization and employees.

💬 Get in touch to learn how Zavvy can help you grow your people, regardless of their location and your working arrangement.

Author Bio: Mehdi Hussen is a SaaS marketing and organic growth consultant. He helps SaaS businesses drive organic growth and customer acquisition through SEO and data-driven content marketing strategies. Mehdi spends his spare time musing about startup growth strategies, personal productivity, and remote work. Connect with him through LinkedIn.