Flexibility at work: how to implement it?

Workplace flexibility cannot be reduced to a single definition. It would be more appropriate to discuss the different types of flexibility that exist and that companies can implement.

Indeed, we can distinguish between flexibilities linked to the system in question (the company, the employee, the market in general) and those linked to the means considered: schedules, training, job insecurity, etc.

Therefore, there is no standard flexibility model to implement. Everything is adaptable to your company, your activity , your strategy and your needs .

Several working methods are available. The advantages are numerous, but the risks are real without careful prior planning.

Are you hesitant to adopt a more innovative management approach by offering greater flexibility to your employees? Here are the key benefits you can expect, as well as the challenges successful flexible work policy

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What types of flexibility exist in the workplace?

We can distinguish main forms of flexibility

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1 Flexible hours

The purpose flexible working hours

• to keep the facilities running as long as possible;
• to adapt the duration of work to the volume of demand at time T.

The employer optimizes the flexibility of workforce use and defines a number of working hours.

The employee benefits from a flexible work schedule based on their availability and the agreement reached with their company.

Part-time work, split shifts, or a work week concentrated over four days—this system remains advantageous , although the employee does not have complete control over their time. Indeed, the employer retains control over working hours.

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2. Workplace flexibility

Teleworking , or hybrid work , often eliminates all time constraints: an objective is set, with a certain quality of tasks to be respected and achieved within a defined period.

In addition, this atypical working provides greater flexibility for companies which can now search for candidates throughout France.

Opening up to new profiles, outside the local talent pool, allows for more targeted recruitment by selecting the most promising candidates . Companies that implement this flexibility can thus diversify their skills by accessing a much wider range of candidates.

3. Task flexibility

To meet workforce demands, some companies choose to optimize the versatility of their employees . They thus move from one task to another, depending on the needs.

Companies train these employees for multiple positions and develop their skills at no extra cost. This allows them to reduce hiring costs.

This is referred to as internal qualitative flexibility . In this case, the company retains its own staff, whom it continues to train continuously to avoid further recruitment.

Conversely, others resort to external qualitative flexibility . These companies favour the use of various temporary contracts, for example to outsource part of an activity, or to react to a greater demand by adapting their production level.

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Flexibility at work: what are the advantages?

Resistance to these new working methods persists: constraints of implementation, monitoring management, fear of loss of productivity, etc.

These methods, however, offer undeniable advantages:

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1. Retaining talent

Generation Z , which makes up nearly a third of the current workforce, includes the leaders of tomorrow. Hence the importance of attracting the best talent and retaining them now.

Well-being and quality of life at work are paramount in their choice of company. Team spirit, friendliness, and positive relationships determine their choice of workplaces and positions, well before salary criteria.

"Digital natives," they have a strong connection to technology. They are hyper-connected and not afraid to get involved, in exchange for autonomy . They seek varied assignments that give meaning to their work.

The challenge for companies is to adapt to these new aspirations in order to remain competitive, modernize their image, and maintain their attractiveness. Implementing a flexible work policy is the answer expected by all these young candidates.

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2. Improve productivity

Flexibility can become a lever for growth , a way to increase performance and maintain a competitive advantage over the competition.

Workers who feel better about themselves are more involved in their daily tasks and in their company in general.

They are more focused, because they are freed from the worries of managing personal obligations, more stimulated and more confident in their employer.

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3. Reduce stress and absenteeism 

Work -related stress leads anxiety and depression , sometimes even resulting in resignation (burnout and boreout).

Whether the professional activity is too heavy or too light, the consequences remain the same:

• sick leave, sometimes very long;
• a difficult reorganization for the company;
• management costs to replace absent employees;
• repercussions on the motivation of other employees and, consequently, on the performance of the company.

Workplace flexibility helps anticipate these problems. By maintaining well-being, we prevent absenteeism and its consequences .

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4 Less presenteeism, more results 

With teleworking or hybrid work, efficiency increases. 

Employees boost their performance by finding a better balance between professional tasks and personal obligations. Less stressed, more rested, their concentration improves.

The result now takes precedence over contemplative or strategic presenteeism: performance comes before the number of hours worked.

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5. Reduce fixed costs

By adapting its staffing needs to its activity, the company can overcome peaks or troughs . The share of variable costs increases, while that of fixed costs decreases.

Another advantage: the possibility of limiting the size of the premises and the expenses related to their operation.

Innovative concepts such as free-seating are emerging: space is no longer assigned, employees choose their desk upon arrival and vacate it in the evening upon departure.

We coworking, meeting, and relaxation spaces

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The challenges of implementing flexibility in the workplace

1. Costs

They differ depending on the type of flexibility policy you choose.

Qualitative flexibility ( work organization based on the development of employee autonomy and skills) can help increase productivity.

However, the successful implementation of this requires taking into account a number of costs :

• that of providing all the equipment and software) and a reliable Internet connection
• that of training for employees on the new collaborative tools they must use;
• that of the implementation of this policy itself (management of new schedules, days of absence, new distribution of tasks, etc.) All this also generates additional supervision needs to ensure productivity and maintenance of compliance with deadlines.
  

A policy of quantitative flexibility (using precarious employment, fixed-term contracts, internships, temporary work, etc.) can help you save time and address your most urgent needs during difficult periods.
However, if poorly managed, this strategy can prove counterproductive and extremely costly .

• less involvement of employees who cannot envision a future in the company;
• difficult handover of instructions ;
• adaptation time required for each new arrival of a temporary worker;
• loss of team cohesion .

The disadvantage of turnover , besides its high cost, is the risk of not finding employees who truly match the profiles sought.

Whatever your choice, the key is not to overlook these costs before launching your project. You must carefully assess the financial investment and the time involved, and anticipate your needs and adjust your workforce to your activity to optimize and maximize the return on your flexibility policy.

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2. Communication

Supporting employees is essential, whatever the issue:

• train employees internally to avoid resorting to external labor;
• retain employees and attract new talent by focusing on working conditions made possible through flexibility.

In both cases, the manager's role will be to communicate all information clearly and precisely. It is essential to ensure the exchange of data regarding the tasks to be completed and the company's strategy.

The company must also ensure that it maintains contact with remote partners.

Indeed, the major fear of employees is losing relationships with colleagues, no longer being able to progress, and lacking human contact in favor of overuse of digital and technological media.

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3. Supervision

Companies that promote versatility through functional flexibility support their employees in their skills development.

Managers must offer training tailored to the company's needs , monitor the progress of their employees, and thus contribute to the mastery of their teams' skills.

flexible working hours and location policies , the manager's objective is to identify potential problems before productivity suffers, in order to implement the necessary actions as quickly as possible:

• Encourage employees to express themselves regularly.
• Do not leave them to their own devices: check in periodically to verify the pace adopted and prevent some from becoming overwhelmed.

Giving flexibility and autonomy requires refocusing management on the essentials: the completion of a task and the control of results , regardless of the number of breaks.

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Flexibility at work: how to organize it?

1. Establish clear flexibility policies

The success of the project depends on preparation beforehand:

• Assess the needs and expected results.
• Carefully plan your strategy before introducing any new rule.
• Observe the methods used by the competition and analyze the benefits obtained.

Once the program and implementation conditions are established, set flexibility policies that both the company and employees will rely on:

• Define guidelines for the use of equipment .
• Encourage the use of certain project management tools (Trello, Microsoft Project, Asana, etc.)
• Determine the response times to be given to received emails.
• Impose punctuality for scheduled meetings or group work.

One key word: common sense !

Also allow for a trial period to fine-tune the organization until everything works perfectly.

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2. Choose appropriate technological tools

Planning software solutions appears to be an essential step in implementing a flexibility policy.

To guarantee productivity, opt for simple and secure that allow quick access to company data.

For productive communication between team members or with service providers, the use of virtual collaborative tools helps to avoid isolation and promotes dynamic exchanges.

Successfully completing tasks remotely requires the ability to share documents, participate in video conferences or webinars chat applications , etc. Numerous secure software options exist: Zoom, Slack, Trello, Notion, etc.

The decision regarding the most suitable solution for its needs belongs to each company, which can call upon specialized service providers .

Companies must also adapt their recruitment processes. With remote work, the entire country of France now represents a pool of potential applicants. While this fosters diversity within companies , centralizing data is essential.

To optimize candidate sourcing , using an Applicant Tracking System ( ATS Marvin Recruiter is a wise choice. It allows for relevant and consistent selection in line with the proposed flexibility policies.

Accessible at any time, it offers:

• Build your database by automatically importing LinkedIn profiles.
• Optimize your sourcing by quickly identifying profiles that match offers using AI .
• Create dashboards to analyze results, manage activity and implement appropriate procedures.
• Personalize your user space by connecting your ATS to all the applications you use daily (Slack, WhatsApp, Outlook, Google Teams, etc.)
• Benefit from support for a successful onboarding.

With ATS and CRM , the Marvin allows you to track the entire hiring process, from prospecting to signing the contract.

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3. Involve employees 

As much as possible, avoid imposing; let employees choose the most suitable solution .

Explain the new rules to them in detail, reassure them and remove any ambiguity about the equipment provided, or about the communication planned to avoid any isolation, etc.

In parallel, consider training for managers : motivating and supervising remote workers is a new experience for some. They must do so respectfully and non-intrusively:

• Learning to communicate , to manage emotions.
• To unite employees around these new arrangements .
• Schedule interviews to analyze performance .
• To ensure the efficiency of employees in their organization and in the accomplishment of tasks .
• Remaining kind to optimize well-being .

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Conclusion

flexible work policy , carefully considered beforehand and implemented with the approval of employees, limits risks and breathes new life into your company.

Whatever model is adopted, it has many advantages : savings in hiring costs, skills development of employees, team spirit, initiative taking, development of creativity, loyalty and attraction of more diverse profiles.

Motivating employees and increasing productivity are key challenges for every leader. There's no one-size-fits-all model; each leader must find the best compromise for their business.

One thing is certain, though: embracing new trends means looking to the future and staying competitive ! Nothing ventured, nothing gained…

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