What Does Workplace Flexibility Really Mean?

Flexibility in the workplace used to be an uncommon sight. While many businesses allowed their employees some minor freedoms, true flexibility in terms of work hours and locations was rare.

Today, the work environment is a whole new universe. Employees prioritize work-life balance and expect flexibility—a staggering 98% of them want to work from home at least some of the time.

However, there are challenges for organizations when it comes to workplace flexibility:

• Offering remote work isn’t possible in some industries
• Employees who work from home sometimes feel isolated or disengaged
• Collaboration is harder when not everyone is in the office
• Productivity may dip as people deal with distractions at home

The great migration to remote work during the pandemic was just the first step in realizing the importance of flexibility for everyone—it isn’t the final solution because any one-size-fits-all solution is going to fail for certain organizations and individuals.

The aim of this article isn’t to tell you that remote work is great and you need to implement it at all costs. Our aim is to help you understand that the definition of flexibility is, well, flexible. Every business, no matter the industry, culture, or location, can offer flexibility of one kind or another.

So in this new universe of employee expectations and work-life balance, let’s take a closer look at what flexibility can mean.

Defining Flexibility—Different Types of Workplace Flexibility

As important as flexibility is today, we know a blanket remote work policy isn’t the right solution for many businesses or people. That’s where the following definition comes in: Workplace flexibility simply means being willing to adjust employees’ responsibilities, schedules, and working conditions to fit their specific needs.

Let’s look at some different types of flexibility in the workplace and what they mean:

1. Flexible work locations. This is the standard remote, hybrid, or in-office flexibility.
2. Flex time. You can give employees flexibility in when they start/end their day to better fit their schedule. Another aspect of flex time is the freedom to take an hour or two off for appointments, car repairs, child carpooling, or similar needs
3. Unlimited PTO. This is just what it sounds like—the flexibility to take time off whenever employees need it, guilt-free.
4. Compressed workweek. This allows employees to fit their 40 hours into a compressed time period—for example, working four 10-hour shifts in a week.
5. Four-day workweek. As long as the output remains the same, you can cut out a day without requiring employees to make up the time—and give everyone raises so their salaries stay the same. This leaves employees with an extra weekend day to decompress and recharge.
6. Annualized hours. Set a total number of hours employees need to hit each year, and then allow them to hit that number when/where they see fit.
7. Job sharing. This is a type of part-time employment in which two employees split the time and responsibilities of a single position.
8. Shift swapping. This allows and empowers employees to swap shifts with other employees when both parties are in agreement.
9. Phased retirement. This gives employees close to retirement age a slow reduction in hours and responsibilities, helping them find the right balance between burnout and boredom.
10. Sabbaticals. These are planned and paid breaks for employees to enjoy a longer leave of absence.
11. No-meeting Mondays. Enough with the Sunday scaries. Implementing a rule for no meetings on Mondays allows team members to catch up and get ready for the week ahead in peace.

These are all great work flexibility ideas, but flexibility shouldn’t end there. It should also extend to each employee’s responsibilities—make the work fit the person, not the other way around.

For example, talk to your employees and help them adjust their responsibilities to fit what they enjoy, what they want to learn, and what gives them the greatest satisfaction. Aligning workplace flexibility with the needs of your people is key to success.

The Benefits of Flexibility in the Workplace

Flexibility pays off, as the research can attest:

• Radical flexibility options raise the level of high-performing employees by 40%
• Certain employees who enjoy schedule flexibility are 3X more likely to be happy at work
• When employees can choose where and when they work, they experience more motivation, productivity, trust in the company, and mental well-being.
• 32% of employees say flexibility is the biggest reason they stay at their company
• Hybrid workers have the highest engagement level at 76%. Fully in-office employees have the worst engagement by far.

Employees want work flexibility in any form, and when their organization provides it, they’re more engaged, happy, productive, trusting, loyal, and motivated. Not bad, right?

How to Implement Flexibility That Fits Your Business

Even with many different types of workplace flexibility available, it can be a challenge to find the right solution for your business without disrupting employees or adding a bunch of work to your managers. Flexibility means different things in different industries, too—teachers and nurses can’t really work from home, for example.

So how do you implement a flexible policy that fits both your needs and your people’s needs?

1. Talk to Your People

Your first step is to sit down and talk with your people. Use employee surveys, one-on-ones, QR code questionnaires, or whatever will get the most honest answers from employees. Ask questions like:

• Are you happy with your job responsibilities?
• Is there anything you’re in charge of that you don’t enjoy?
• Do you like working in the office?some text
  • If not, why not?
• Do you want more time from home?some text
  • If so, why?
• Do you feel stressed or burned out?
  • If so, why and when?
• Do you have personal responsibilities that work prevents you from handling?
• Do you get adequate time with your loved ones?
• How is your work-life balance?
• When do you feel most productive?
• How long is your commute?

These questions can help you learn more about each individual’s needs, wants, feelings, and personal life.

2. Decide Which Flexible Policies Fit Your Company and Your Employees

Once you know where your employees stand, try to decide which flexible policies (listed above) fit their needs. While you’re at it, think about which ones fit your organization and any limitations there.

For example, do your employees want more time at home but your company can’t function without in-person work? Consider implementing shift swapping, unlimited PTO, flex time, or even a four-day workweek.

Think about the following before you decide on a work flexibility solution:

• How your flexible policy will impact your productivity, your product/service, and your client experience
• How managers’ responsibilities will evolve
• Whether you need a new HR information system or other tools to manage more flexible work

In short, brainstorm your flexibility options along with any benefits or pitfalls you can think of, then think about possible solutions. This initial planning will make getting leadership buy-in and implementing the policy much easier.

3. Set Expectations and Rules

Workplace flexibility doesn’t mean your office becomes the wild west. Managers still need to know when to expect employees and workflows may need to shift as people’s schedules change. For these reasons, make sure that you have clear rules and expectations that employees will follow with the flexibility policy.

Be clear and upfront about it—employees will appreciate the clarity, regardless of which type of flexibility policy you implement.

4. Implement a Trial Run

Decide on a trial period to see how the new policy works. Make sure you have control metrics at the beginning, such as employee happiness, productivity, and engagement, so that you can measure the outcomes after the trial period.

After the trial, look at the results. Are employees happier but less productive? Did productivity increase, but with a concurrent increase in managers’ stress levels? Study the results and make adjustments to your policy to try and solve any pain points that may have arisen.

And again, clearly communicate to employees that this is a trial run and that the policy may change in the future. This will head off any frustration from the very beginning.

5. Look Into Tech to Make Flexibility Easier

Do you have the right tools for a flexible workplace? Project management software and communication software are the foundation of keeping people connected, regardless of when or where they work.

Other software tools that can make life easier for everyone when workplace flexibility is implemented include:

• Employee recognition platforms
• Engagement surveys
• Feedback management software
• Knowledge base software
• Video calls
• Workflow management software

Examples We Can Learn From 

Here are a couple of real-life examples of businesses that have successfully carved their workplace flexibility path: 

• Nike: From educational programs and insurance plans to on-site fitness options and dedicated rest days, Nike offers a comprehensive package that has earned the company recognition as a leader in workplace flexibility. This approach fosters a more inclusive and supportive culture, prioritizing employee well-being and a healthy work-life balance.

• Apple: The company empowers employees to choose their work environment, offering both remote and on-site options and the flexibility to set their schedules. It also allows job sharing. Apple’s commitment to employees’ work-life balance has helped it retain top talent and made it a highly sought-after employer.

What Does the Future of Workplace Flexibility Entail?

While we can’t know what the future holds, current trends and emerging insights suggest we can expect the following: 

• The war for talent will unleash flexibility. As companies fight for top talent, they may use workplace flexibility to attract the best of the best. Companies that embrace remote and flexible work arrangements unlock access to a wider range of talent, not just geographically but also in terms of background and experience. This diversity fuels innovation and creativity by bringing together a richer pool of perspectives.

• Flexibility will increasingly be tailored to unique needs and circumstances. Not all flexible work arrangements are created equal. Their success and desirability hinge on a company’s industry and geographic location, the socioeconomic background of its workforce, and individual employee circumstances.

The most important thing is to stay on top of evolving workplace trends and consistently rewire your thinking. Technology and industry demands will always change. 

We encourage you to listen and experiment. Listen to what your employees say; use their feedback and ideas as your guiding compass. Because when it comes to driving the future of work, the power lies in their hands. 

Make Workplace Flexibility Work for You

Employees thrive when they’re offered flexible work arrangements—there’s no denying that fact. Every company in every industry and every country can offer flexibility in one form or another. We hope this guide has helped you identify some ways your company can increase work flexibility and improve your employee experience.