flexible working requests

Written By Sarah Ralph

Best Practice Guide to Managing Flexible Working Requests

Flexible working arrangements have become an integral element of modern workplaces, offering employees the ability to balance professional duties with personal commitments. Effectively managing flexible working requests is essential for maintaining productivity, employee satisfaction, and compliance with employment legislation.

Employees can now make two requests a year, as a day one right.

Understanding Flexible Working

Flexible working covers various practices, including:

  • Varied start and finish times (flexitime)

  • Compressed hours

  • Job sharing

  • Remote working

  • Part-time hours

Employers must consider requests carefully, ensuring they support organisational needs while respecting employees' rights.

Legal Framework

Under UK law, employees with at least 26 weeks of continuous service have the statutory right to request flexible working. Employers must:

  • Deal with requests in a reasonable manner

  • Respond within three months (or longer if agreed)

  • Provide a valid business reason if the request is refused

Best Practice Guide

1. Develop a Clear Flexible Working Policy

  • Define eligible employees and types of flexible working available.

  • Outline the application process, including how and when to submit requests.

  • Explain decision-making criteria and timelines.

  • Detail appeal procedures if requests are declined.

2. Promote Open Communication

  • Encourage employees to discuss flexible working needs with managers early.

  • Train managers on understanding and managing flexible working requests effectively.

  • Foster a culture of trust to optimise flexible work arrangements.

3. Assess Each Request Individually

  • Evaluate the impact on business operations, team dynamics, and service delivery.

  • Consider trial periods to assess the arrangement’s feasibility.

  • Consult relevant stakeholders, such as HR and line managers, before deciding.

4. Provide Timely Responses

  • Acknowledge receipt of requests quickly.

  • Meet statutory response deadlines.

  • Clearly explain reasons if requests are declined and explore possible alternatives.

5. Monitor and Review Flexibility Arrangements

  • Regularly check how flexible working is impacting productivity and employee wellbeing.

  • Adjust arrangements as necessary to ensure mutual benefit.

  • Keep records of requests and decisions to ensure fairness and compliance.

6. Use Technology Effectively

  • Implement tools that support remote and flexible working, such as collaboration platforms and time management software.

  • Ensure employees have access to necessary resources irrespective of work location.

Conclusion

Managing flexible working requests requires balancing employee needs with organisational demands. By implementing clear policies, maintaining open communication, and adopting a fair, responsive approach, employers can foster a flexible working culture that benefits both the workforce and the organisation.

https://www.gov.uk/flexible-working

Sarah Ralph
Next

Learning and development