What is flextime? A guide to flexible work schedules

What is flextime?

First things first, flex schedules provide an alternative to the standard 9 am to 5 pm, Monday through Friday work week. Flexible time means employees get to determine their start and end times, provided they meet their obligations.

Far from being just a passing fad, flexible work hours have become a core expectation for today’s workforce. In a recent survey by The Conference Board, a nonprofit think tank, 66% of workers identified flexible hours as one of the key perks they seek alongside a competitive salary.

Types of flexible work schedules

Your business can incorporate several types of flexible work schedules, such as:

• Flextime: As an example of a flex-time schedule, employees could work from noon to 8 pm or 6 am to 2 pm
• Compressed workweeks: For example, compressed workweeks allow your team members to work 40 hours in just four days — or three long days and then enjoy an extended weekend. This type of flexible work schedule is popular in the healthcare, tech, and manufacturing industries.
• Remote work options: With remote work options, employees can choose to work in alternate locations, sometimes on a hybrid basis or a full-time schedule. Remote work options can also incorporate flex-time hours and compressed workweeks.

Benefits of flextime

Both businesses and team members can benefit from flexible schedules with:

• Enhanced work-life balance: When your employees have the opportunity and flexibility to craft a work schedule that meshes with the rest of their life, they enjoy greater work-life balance. This leads to increased retention of top talent for your organization
• Reduced commuting stress: Today’s workers spend more than 10% of their available time commuting to work. The more time they spend on commuting, the more their quality of life and work satisfaction plunge. Commuting also leads to inactivity, which can exacerbate poor physical health. When workers can flex their schedules around rush hour or work from home, reduced commuting stress leads to greater job satisfaction
• Increased productivity and employee satisfaction: More than 40% of HR leaders reported that productivity increases based on flexible work policies that let employees work when they are most available and engaged. Flexible work arrangements also support worker satisfaction and well-being, increasing job satisfaction by 60%

While the benefits of these cheduling arrangements are compelling, it’s equally important to consider the potential drawbacks.

Challenges of implementing flextime

Here are some challenges to get ahead of when introducing flextime into your organization:

• Miscommunication and coordination: Communication is key if you launch flexible schedule options. If workers and managers don’t communicate and coordinate well, you could find yourself without key workers when and where you need them. Make sure flex-time schedules and protocols are established and communicated in advance. Team members should also know who to contact if they need to make an update.
• Scheduling meetings effectively: If you have team members working every hour of the day, it can be more challenging to schedule group meetings. In that case, try to find an overlapping time or set a weekly meeting that everyone is expected to attend.
• Technological barriers: When team members work remotely, they require secure remote access from various locations. Effective communication is also essential, so video conferencing and instant messaging are important tools. Finally, make sure your cybersecurity policies are updated and airtight to prevent any security lapses for flex or remote workers.

It can also be more challenging to effectively monitor employee performance and establish a strong company culture. These concerns should also be considerations when creating or updating these types of policies.

Strategies for successful implementation

To successfully implement flexible time in your organization, consider the following tips and strategies:

• Develop clear policies. This shouldn’t be implemented on the fly. Make sure your HR team has developed and shared clear policies, procedures, and expectations for flexible or remote work. Add them to your employee handbook, review them regularly, and update them as needed.
• Use technology for time tracking: When it comes to salary vs. hourly pay, you must also pay careful attention to time tracking. The good news is that there are more options than ever for simple time tracking: web-based trackers, mobile apps, and more can help your employees easily record their work hours.
• Focus on effective communication practices: Flexible work policies and expectations should not surprise employees. To that end, communication should be a top priority for every organization offering flexible schedules. Regularly share options, expectations, and updates on your organization’s various working arrangements.

Legal considerations

Legal compliance is also essential to your organization’s successful flexible schedule arrangement. This can include:

• Understanding labor laws: While the Fair Standards Labor Act does not explicitly address flex time, it requires nonexempt employees to be paid overtime when they exceed 40 hours in a work week. Employees must also be paid minimum wage or more for hours worked.
• Ensuring compliance with regulations: State and local regulations can also affect flexible schedules. Your legal and HR teams can ensure you meet specific requirements, keep documentation of hours worked, and adhere to company policies.