How do you handle a request for flexible working arrangements from an employee?

1 Understand the request

The first step to handle a request for flexible working arrangements is to understand the nature, scope, and reason for the request. Depending on your company policy and local laws, you may have a formal or informal process for receiving and responding to requests. In any case, you should acknowledge the request promptly and ask the employee to provide relevant details, such as the type of flexibility they are seeking (e.g., flexible hours, remote work, compressed workweek, etc.), the duration and frequency of the arrangement, the impact on their work performance and team collaboration, and the rationale for their request (e.g., personal, family, health, or career reasons).

2 Assess the feasibility

The next step is to assess the feasibility of the request, taking into account the operational, financial, and legal implications for your company and the employee's role. You should consider factors such as the availability of resources, technology, and support, the alignment with business objectives and customer needs, the potential risks and benefits, and the compliance with relevant laws and regulations. You should also consult with the employee's manager and other stakeholders who may be affected by the request, such as co-workers, clients, or suppliers. You should weigh the pros and cons of the request and evaluate whether it is reasonable and practical to accommodate it.

3 Negotiate the terms

If you decide to approve the request, or at least part of it, you should negotiate the terms and conditions of the flexible working arrangement with the employee. You should clarify the expectations, responsibilities, and goals for both parties, such as the schedule, location, communication methods, performance indicators, feedback mechanisms, and review periods. You should also discuss the possible scenarios and contingencies that may arise, such as changes in workload, deadlines, priorities, or personal circumstances, and how to handle them. You should document the agreement in writing and obtain the employee's signature and consent.

4 Communicate the decision

Once you have reached an agreement with the employee, you should communicate the decision and the details of the flexible working arrangement to the relevant parties, such as the employee's manager, team members, clients, or suppliers. You should explain the rationale and the benefits of the arrangement, as well as the expectations and boundaries for everyone involved. You should also address any questions or concerns that may arise and ensure that everyone is on the same page and supportive of the arrangement.

5 Monitor and evaluate

The final step is to monitor and evaluate the effectiveness and impact of the flexible working arrangement on an ongoing basis. You should collect feedback from the employee, the manager, and other stakeholders on a regular basis, using both quantitative and qualitative measures, such as surveys, reports, interviews, or observations. You should also review the performance and satisfaction of the employee and the company against the agreed goals and indicators. You should identify any issues or challenges that may emerge and make adjustments or modifications as needed. You should also celebrate and acknowledge the successes and achievements of the arrangement.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?