Wintertime and the beginning of the year, in particular, are perhaps one of the best times to take a step back and reflect on your career and current job situation. Contemplating making a career change asking for a pay-rise, perhaps taking the path of entrepreneurship or maybe considering flexible working are options you’re considering.
According to research, flexible working is a trending interest among many employees in today’s technology-driven workplace as well as for companies looking to offer their employees a complete benefits package that makes them happier and thus more productive.
Thanks to the rise of digital tools like online work platforms and adaptive legislation, physical presence at the office are no longer mandatory, which also makes long commutes and road traffic a thing of the past.
But what is flexible working exactly?
Flexible working is a type of work-related arrangement between an employee and an employer, that focuses on providing a different working pattern than the existing one.
Flexible working can take various forms, from arrangement referring to working from home, working less than full-time norm – or part-time, working full-time hours but over fewer days (compressed hours), taking time off during school holidays (annualized hours), to working between agreed hours every day also known as flextime, starting and finishing at different hours than your colleagues (staggered hour), to reducing hours and transitioning to part-time working for employees approaching retirement age which is called phased retirement.
And in case you do decide that this is the right solution for you and want to proceed, then you need to consider making a successful flexible working request to your employer as the first step.
A flexible working request is a document or verbal plea for changing the current working pattern and laying out the details and reasons for such an agreement.
There are two non-dependent ways in which you can make a flexible working request.
One is to make a formal, statutory request, that is covered by law. The other is to make a non-statutory request, that largely depends on the company’s policies and procedure or the employer itself.
So how should you proceed in making a flexible working request and make sure you get the desired outcome?
Before making a written flexible working request, you should know that an effective flexible working request is one which persuades your employer that it’s a good idea for both you and the business. You should prepare by:
- Doing some research on the subject to understand your rights and assess if you legally qualify for flexible working. According to gov.uk, any employee has the right to make a statutory application for flexible working if they have been with the company for a minimum of 26 weeks.
- Discussing the topic with other people with similar job roles who work flexibly and gather information on their experience. And if you’re unsure on how the laws might apply to you, speak to your HR department or The Advisory, Conciliation and Arbitration Service for advice on your rights and the best course of action.
- Starting with an informal conversation before you make your written request to test the water and get an idea of what your employer’s reservation or objections might be. This conversation could also take place after you make the request, but it would be a good idea to make this your initiative and discuss openly.
- Considering the decision-makers and other people who could support you. While this is mostly a business decision, there could also be subjective and emotional elements influencing that conclusion. So it might be a good idea to take a strategic approach about this and position your proposal in a way that appeals to their values and preferred ways of communication.
- Thinking about your ideal scenario or outcome and then about the things you would be willing to compromise on if they don’t work for your employer. By showing some flexibility and empathy when making such a request, taking into account not only your situation but also that of your employer will possibly yield better results.
- Painting a vivid picture of how this arrangement will work and show that you’ve thought of everything. This will give your employer confidence and help them better understand how you’ll manage your time, day to day activities and work relationships. Will it be by phone, chat, conference calls?
- Making it a win-win and being prepared with arguments and solutions to any of the problems that might arise. Some employers think that working flexibly or from home means less productivity and a less structured working pattern. But the reality is the opposite. A study by Lancaster University, predicts that flexible working will be the main type of working for 70% of organizations by 2020. Meanwhile, a survey conducted by Powwownow found that 47% of full-time employees do not have flexible working encouraged at their workplace. So consider letting your employer know about other companies that have adopted flexible working as well as the benefits that such an arrangement holds for their business. As there are significant benefits related to time-saving, office costs, a boost in productivity and employee retention as well as lower carbon emissions thanks to lack of commute to consider.
What should a successful flexible working request contain
However, if you prefer a more formal approach, you can consider requesting in writing or using this template which is considered standard for such an application.
Whether it’s a statutory or non- statutory flexible working request, it is good practice to use the same approach as to the statutory approach even if for there is no set format for a non-statutory request that you need to follow specifically (no matter if you are or aren’t eligible to make a statutory request, you can still opt for a non-statutory one).
Your written request (letter or email) should include:
- The date
- A clear statement that this is a statutory flexible working request (unless it’s non-statutory in which case it’s not specifically required to mention it)
- The changes you’d like to make in terms of flexible working pattern and how this will work
- The exact date when you want to start working under the new format
- An explanation of how your new program might affect the business and your work as well as how this could be dealt with
- The date of any previous flexible working requests, if you’ve made any ( you can only make one request in any 12 months)
- It could also help to include whether the current flexible working request relates to something covered by the Equality Act 2010, for example, to make a reasonable adjustment for a disability, caring arrangements, discrimination because of your age, sex, race, religion in sexual orientation. However, according to the law, you don’t have to specifically mention the reason.
What happens next?
If you make a statutory request, the whole process, including any appeal, should not take more than three months from the date on which you made your request unless both parties agree on an extension of time. In the case of a non-statutory request, there is no real deadline, but a response could come quicker.
It’s also possible for the employer to want to arrange a discussion with you before deciding to find out your reasons or to agree on a delay in dealing with your request. When it does, it’s a good idea to ask a colleague to join the discussion, even if this is not a legal requirement.
If the employer eventually agrees to your request, getting the decision in writing and changing the terms and conditions in the contract should be your priority.
However, if your request is turned down by the employer citing business reasons for the refusal- which he can- get the answer in writing and consider whether you have the energy and wish to submit an appeal.
Another good alternative if your employer doesn’t go for the idea straight away, or seems reluctant to agree, consider suggesting a trial period for both of you to see if working more flexibly will benefit you and the company. The key to enjoying flexible working to the fullest is successfully balancing work and personal life.
Whether you are planning to work from home, or some other place in the world rather than your office, the goal is to have more control over your working hours, especially if extra family responsibilities are involved. This can be accomplished by having a great time management system and discipline, especially in the recruitment sector. But these efficiencies could also be tailored to any role.