How to design a flexible work policy

In the new world of work, flexibility matters.

People are looking for a better experience of work, better balance in their lives and the chance to be the architects of their own experience of work. 

When you prioritise flexibility, you’re responding to what people need. This can put your organisation on track for better talent retention, engagement and attraction outcomes.

So why is flexibility so important, and how can you design a flexible work policy that’s right for your organisation? Let’s find out. 

What is flexible working?

We’re in the era of talent. Post-pandemic, people know what it’s like to enjoy greater flexibility. They don’t want to give up this newfound freedom, so employers have to adapt.

Flexible work is never a one-size-fits-all approach. By its very nature, flexibility at work is just that: flexible! It allows for personalisation and improved work-life balance. It supports employers to offer custom benefits that are constantly evolving to allow for the best productivity and culture results.

Flexibility at work may relate to the hours of work, including start and finish times. It may involve work patterns, including job sharing arrangements. It may even include hybrid or remote work options. All of these things are central to the employee experience, which drives engagement and retention.

What’s more is that offering flexibility may actually be the law. According to the Australian Fair Work Ombudsman, employees who have worked for your organisation for more than 12 months have the right to request flexible work arrangements if they:

• are a parent or primary caregiver for a child who is school aged or younger

• are a carer under the Carer Recognition Act of 2010

• have a chronic illness or disability

• are over the age of 55

• are experiencing family or domestic violence

• provide care for an immediate family member or member of their household because of family or domestic violence.

The benefits of flexibility in the workplace

Workplace flexibility has been proven to offer excellent benefits, both for your people and for your organisation at large.

A 2022 survey by The Conversation found that 94% of employees with the greatest professional flexibility were happy with their work style and arrangement. 

In the same study, a third of respondents said that flexibility allowed for a better work-life balance, with many employees stating that this provided more time to focus on health and wellbeing.

Flexibility isn’t just good for the people who make up your team. It also helps you, as an employer, to achieve your purpose.

When you offer flexible work, you can create an environment that optimises productivity in support of your organisational goals. 

That’s not to mention the role of flexibility in supporting greater talent retention in a competitive job market. With a flexible approach to leadership, you can keep your best people on board. 

Designing your flexible work policy

For many employers, the prospect of designing an effective flexible work policy can feel daunting. But it doesn’t have to be. Get started with these simple steps!

Analyse your organisation

Before you make any changes to your organisation or your team, you need to understand how things work when they are ruled by the status quo. 

Take time to analyse your organisation’s current approach to flexibility. What flexibility elements or offerings are already part of what you do?

Beyond self-evaluation, the best way to understand how flexibility impacts your team is by speaking to your people.

Conduct interviews with employees, stakeholders and fellow leaders. Ask about the flexibility policies procedures you already have in place. Find out what your people think would make life better at your organisation. 

Listen to your people

Your team are experts in the employee experience you provide. As a leader, it’s your job to find ways to effectively support your team.

It’s time to look beyond standardised employee satisfaction surveys. You need to develop your understanding of the bigger picture, listening to your people and learning what matters to them. 

Schedule time to speak with your employees, and ask for feedback on your approach to flexibility at work. Invite your team to contribute ideas and explain how you can better meet their needs.

When you include your people in the design of your flexible work policy, you can create an experience that helps your organisation thrive. You’ll give your team the support they need to optimise productivity and give their all to your mission. 

Design a comprehensive policy

Next, it’s time to start designing a comprehensive flexible work policy that allows your organisation to take a step forward. 

Begin by defining your goals. What do you want to achieve when it comes to offering better flexible working arrangements?

Consider your goals, and produce a vision statement with measurable objectives you can use to assess your progress over time. Decide what steps you’ll need to take if you want to succeed.

Start creating a mix of formal and informal flexibility policies. Put your policies in writing, and communicate them clearly with your people. Plan to incorporate flexibility at every stage of the employee lifecycle, from attraction to moving on.

Engage your team with flexibility

Once you’ve set the wheels in motion, you can begin including flexibility as part of your daily, weekly and monthly professional process. 

Engage your people by giving them opportunities to exercise autonomy and choose flexibility as it suits their needs. 

Empower your team to take control of their working lives, and help them use flexible arrangements as a tool for greater productivity. 

For your organisation, flexible work may mean changes to your roster or work pattern adjustments. Your employees may spend more time working after hours instead of sticking to office time. You may even allow some members of your team to start working from home!

Review your process, and continue to grow

Finally, you’ll need to keep track of your progress and plan for ongoing development of your flexible work policy. 

Flexibility requirements at work are always subject to change. As time goes on, you may need to revisit your policies and procedures or adapt to changes in the talent market. 

Review your process carefully and regularly. Keep an eye out for ways that you could improve further, and don’t be afraid to seek feedback from your team. 

By planning for continued growth, you can ensure that your flexible work policy keeps up with the evolution of your organisation. This will help you get the most out of flexibility and the people in your team.

Want to learn more?

Want to learn more about how you can drive better engagement and retention through personalisation and flexibility for your people? Find further resources on the Heart Talent blog.