The workplace landscape is evolving at a rapid pace, and flexible working has become more than just a buzzword – the concept now represents a fundamental shift in how organisations operate. With changes to UK legislation and growing employee expectations, understanding and implementing effective flexible working arrangements is crucial for modern businesses.
Key takeaways
- As of April 2024, employees can make flexible working requests from day one of employment.
- Employees can now make two statutory requests per year, with a shortened decision period of two months.
- 79% of employees report improved well-being thanks to flexible working arrangements.
- Implementing flexible working hours can boost productivity, bolster employee satisfaction, and help with compliance.
- Kelio’s workforce management tools can help streamline flexible working implementation.
What is flexible working?
So, what is flexible working, exactly? Flexible working refers to any arrangement that gives employees flexibility over where, when, and how they work. It’s about creating schedules that help balance work commitments with personal responsibilities while still maintaining productivity.
The key principle is to provide options that deviate from the traditional 9-to-5, five-day workweek model. And these flexible work arrangements can take many forms, from remote working to adjusted hours or compressed workweeks.
Did you know? Under the Employment Relations (Flexible Working) Act 2023, which came into force in April 2024, all UK employees now have the statutory right to request flexible working hours from day one of employment, not just after 26 weeks as previously required.
What are the different types of flexible working arrangements?
Flexible working encompasses a wide variety of arrangements. Some of the most common types include:
- Remote working: This allows employees to work from home or another location outside the traditional office. Remote working gained significant traction during the pandemic and continues to be popular. It can be full-time remote or part of a hybrid arrangement.
- Hybrid working: A combination of office-based and remote working, typically following a pattern (e.g., three days in the office, two days at home). This arrangement offers flexibility while maintaining in-person collaboration.
- Flexitime: This gives employees flexibility around their start and finish times, often with core hours during which they must be working. For example, core hours might be 10 a.m. to 4 p.m., with flexibility to start earlier or finish later.
- Part-time hours: Working fewer hours than a standard full-time position, which can be arranged across any number of days.
- Compressed hours: Working full-time hours, but over fewer days – for example, 40 hours over four days instead of five. This gives employees additional days off while maintaining their full-time status.
- Job sharing: When two people share the responsibilities, hours, and benefits of one full-time position.
- Four-day work week: A specific type of compressed hours arrangement that’s gaining popularity, where employees work four days instead of five, with no reduction in pay.
- Term-time working: Working during school term times and taking unpaid leave during school holidays, which can be especially valuable for parents.
79% of employees report improved wellbeing thanks to flexible working
The statistics speak for themselves – flexible working arrangements can significantly impact employee wellbeing. According to research from CIPD and other workforce studies, approximately 79% of employees experience improved wellbeing when given flexible work options.
This improvement in their work-life balance translates to business benefits as well. Employees who feel better tend to be more engaged, productive, and loyal to their organisations.
Flexible working hours help employees:
- Reduce commuting stress and costs.
- Better manage family and care responsibilities.
- Improve work-life balance.
- Feel more in control of their working lives.
Remember: Wellbeing isn’t just a nice-to-have; it’s a critical factor in organisational success. Employees who report higher wellbeing are typically more productive, take fewer sick days, and are less likely to look for opportunities elsewhere.
How employers can take advantage of flexibleworking
Forward-thinking employers recognise that flexible working isn’t just an employee benefit – it’s a strategic business advantage. Here’s how organisations can optimise flexible working:
Enhancing employee satisfaction and retention
When a request for flexible working is handled well, it creates goodwill and strengthens loyalty. Offering flexible work arrangements signals trust and respect for employees’ needs, which can boost satisfaction levels and make staff more likely to stay with your organisation long-term.
Boosting productivity through tailored work arrangements
Flexible working hours allow employees to align their work schedules with their natural productivity patterns. Contrary to what some might fear, flexible working often leads to increased productivity.: When employees can work at times and in environments that suit them best, they’re likely to be more focused and efficient.
Supporting diversity and inclusion efforts
By removing unnecessary barriers to work, you can build a more diverse and inclusive team. Flexible working arrangements can make your workplace more accessible to diverse talent pools, including parents, carers, people with disabilities, and those with other commitments.
Aligning flexible working with company objectives
For flexible working to truly benefit your organisation, it needs to align with your strategic goals. Consider how different flexible working hours might support your business objectives, and design policies accordingly.
How to build a flexible working policy that works
Creating a flexible working policy isn’t just about offering options – it’s about establishing a structured approach that works for your organisation and complies with legislation. Recent HR industry assessments indicate that approximately 70% of organisations struggle with proper implementation and compliance with flexible working regulations.
Understanding the flexible working law in the UK
The legal landscape for flexible working in the UK has evolved significantly. As of April 2024, the Employment Relations (Flexible Working law in the UK) Act has updated the statutory framework:
- Employees can request flexible working from day one (previously had to wait 26 weeks).
- Employees can make two statutory requests per year (previously limited to one).
- Employers have two months to respond (reduced from three months).
- Employers must consult with employees before rejecting a request.
The flexible working law in the UK now provides stronger protections for employees, making it essential for employers to understand their legal obligations.
Employers can only refuse flexible working requests for specific business reasons outlined in the legislation, such as:
- Burden of additional costs.
- Detrimental effect on the ability to meet customer demand.
- Inability to reorganise work among existing staff.
- Detrimental impact on quality or performance.
- Planned structural changes.
Key elements of a robust flexible working policy
A well-designed flexible working policy should include:
- Clear eligibility criteria.
- A straightforward application process.
- Decision-making criteria and timeframes.
- The consultation process for considering requests.
- Trial period provisions.
- Review mechanisms.
- Appeal procedures.
Your flexible working policy should clearly outline how employees can submit a request for flexible working and what information they need to provide.
Ensuring fairness and consistency in implementation
One of the biggest challenges in flexible work is ensuring fair and consistent application across your organisation. Managers need proper training and guidance to handle requests objectively.
Reviewing and updating flexible working policies regularly
Flexible working practices continue to evolve, as does the legal framework surrounding them. Make sure your policies are reviewed regularly to reflect changes in legislation, employee needs, and business requirements.
Did you know? Regular reviews of your flexible working policy can help identify improvements and ensure your approach remains competitive.
Practical steps to implement flexible working in your organisation: A 5-step blueprint
Implementing flexible working effectively requires a structured approach:
1. Assessing Company Needs and Employee Preferences
Begin by understanding both what your business requires and what your employees want:
- Survey employees about their flexible working preferences
- Analyse operational requirements and customer needs
- Identify roles and functions that could benefit from different types of flexibility
2. Designing effective flexible working hours and schedules
Flexible working hours are among the most requested arrangements. When designing these options, balance employee preferences with business needs. Based on your assessment, design flexible working patterns that work for your business:
- Consider core hours when all employees should be available.
- Develop team schedules that ensure coverage of essential functions.
- Create clear guidelines for communication and availability.
3. Requesting flexible working: A step-by-step process
The process for submitting a request for flexible working should be transparent and accessible. Make it as clear and straightforward as possible:
- Create a simple, standardised request form.
- Outline the information required for a statutory request.
- Set clear timeframes for responses.
- Provide guidance for both employees and managers.
4. Monitoring and measuring the impact of flexible working
Track the outcomes of your flexible working arrangements:
- Measure productivity and performance metrics.
- Monitor employee satisfaction and wellbeing.
- Track recruitment and retention statistics.
5. Refining your approach through continuous improvement
Flexible working in the UK continues to evolve, and your approach should evolve with it. Use the data and feedback you gather to continually improve your approach:
- Identify and address any challenges that arise.
- Share success stories and best practices.
- Adapt policies based on what works.
Remember: Implementing flexible working is an ongoing journey, not a one-time event. Be prepared to adapt your approach as you learn what works best for your organisation.
How Kelio supports your flexible working journey
Implementing flexible working arrangements can be complex, particularly when it comes to tracking time, managing schedules, and ensuring compliance. This is where Kelio’s comprehensive time and attendance software becomes invaluable.
Kelio’s workforce management solutions offer:
- Flexible time- recording options, including terminals, mobile apps, and web interfaces – perfect for remote and hybrid working.
- Customisable scheduling tools that accommodate various flexible working patterns.
- Self-service portals that allow employees to request schedule changes and manage their time.
- Automated compliance with working time regulations.
- Seamless integration with payroll systems to ensure accurate compensation.
By using Kelio’s technology, organisations can implement flexible working arrangements more efficiently, reduce the administrative burden, and ensure that both employee needs and business requirements are met.
With over 20,000 customers worldwide and decades of experience in workforce management, Kelio provides the expertise and tools you need to make flexible working a success in your organisation.
Flexible working represents a significant opportunity for organisations to improve employee satisfaction, boost productivity, and gain a competitive edge in the talent market. By understanding the legal framework, developing robust policies, and implementing a structured approach supported by the right technology, you can create the ideal flexible working arrangements for your business and the people who make it thrive.
Ready to take the next step in your flexible working journey? Contact us today to discover how our solutions can help.
