The Ultimate Guide to Flextime: What it is, types, benefits, and best practices (2024)

The last few years served as a watershed moment for companies all over the globe. The pandemic changed not only workers’ physical setting but their ideas of what work should be. Without entering and leaving the office at regular times, the emphasis on flexibility emerged. Workers found out they didn’t need to be told exactly when to start and stop working to get the required results. Working in a flexible manner rose as a vital piece of a job description.

What is flextime?

Flextime is a system that allows employees to work when they want. Although the time working does not always occur during conventional working hours, this does not mean that employees work less. The ideal flextime work schedule will see no decline in the amount of time worked as well as the level of productivity.

What is an example of flextime?

An example would be an employee starting work from 9:00 am - 5:00 pm one day and then from 8:30 am - 4:30 pm on another day. The employee’s hours change, yet the amount of time worked doesn’t change.

Some options for flextime include:

Remote work

Remote work is a type of flextime that allows employees to work from any location outside of the office. This can be done from home, a coworking space, or another location that is comfortable for the employee.

Job sharing

It is an arrangement where two people share the responsibilities of one job. The hours are split between the employees, and often each person works certain days of the week or certain hours of the day.

Hybrid Work

Hybrid work is a combination of both remote work and office work. This can include working from home one or two days a week and coming into the office for the rest of the week.

Compressed workweek

The compressed workweek allows employees to work longer days over fewer days of the week. This can be a great choice for those who prefer longer blocks of free time throughout the week. There are a few different types of compressed workweek options that can be used, including four 10-hour days or three 12-hour days.

Comp time

Comp time allows employees to get paid time off instead of overtime. This is a great option for those who prefer to keep a flexible schedule that works around their other commitments.

How does flextime work?

As we mentioned, flextime usually allows employees to choose their own hours. Nevertheless, rules and regulations must be established to ensure the system works. For example, companies often set a minimum number of hours employees must work to meet company goals still.

Also, flextime usually only applies to exempt employees, who receive a salary and are free from overtime rules and minimum wages.

How to Implement flex time in your company

If you are considering that your workforce could benefit from flextime, there are a few things to consider:

1. Consider your employees

The first thing you need to do before deciding if flextime is something that your company should implement is to consider the needs of your employees. Ask your employees if they would be interested in flextime and determine their preferences.

Also, it’s important to assess how your employees are currently performing and if they have the discipline needed to work flexibly.

2. Set a policy and clarify goals

Once you have decided to implement flextime, you’ll need to create a policy that outlines how the system will work. Your policy should include guidelines for attendance, expectations for output, and consequences for failing to meet these expectations.

You should also consider setting goals and objectives that employees must meet to receive flextime benefits. This will help ensure that your team is productive and working towards the results needed.

3. Request and approval of flex time

You should allow employees to request flextime and provide a mechanism for them to do so. This can be done through an online tool or a paper form. You should also create an approval process to ensure that the requests are reasonable and align with the company’s goals.

Considerations for granting flextime

When granting flexible time to employees, it’s important to consider the following:

• The employee must have a good attendance record and meet their performance goals.
• The employee must understand the expectations and responsibilities that come with flextime.
• The Employees should be flexible in their availability and understand that some business needs may conflict with the flexible schedule.
• The employer should consider the nature of the job and the requirements of the job before approving flextime.
• The employer should evaluate if the employee can be trusted to work productively and responsibly while working flexibly.

These considerations can help ensure that flextime is implemented fairly and that both the employer and employee are satisfied with the arrangement.

4. Monitor progress

Once flextime is implemented, monitoring your employees’ progress is crucial. Ensure that you are keeping track of attendance and output to ensure that your team is meeting goals and taking advantage of the flextime system.

What are the benefits?

Flextime can offer several benefits for employers and employees alike.

Flextime benefits for employers

Attracting Top Talent

Employers can attract top talent with this approach. Many desirable candidates seek flexible schedules, with flexibility high on their list.

Improve productivity

Companies can anticipate more productivity. Employees working flex hours make the results more significant. Employees often appreciate the trust given to do their job without direct supervision. This also allows them to focus better on their tasks at hand.

Increase Employee Retention

Employees who can balance work and personal lives often stay with the same employer longer. This reduces turnover rates and saves money in the long run.

Reduce Costs

Employers can see certain costs go down. Fewer employees in the office mean less money to spend on a large office, electricity, water, and other common expenses.

Flextime benefits for employees

Better work-life balance

Allowing employees to work at a schedule that better fits their personal lives can help to create a better work-life balance. For example, some companies allow employees to work remotely or on flexible hours to take care of personal obligations during the day.

Increase employee satisfaction

Allowing employees more control over their schedules can lead to increased employee satisfaction. When employees feel like they are in control of their work hours, they often feel more engaged and energized about their work, leading to improved productivity.

Reduce Stress Levels

Having more say in when they work can decrease employee stress levels. While this system will not eradicate stress, employees can better navigate their time in ways that can make life easier.

Reduce Employees Expenses

Flextime can significantly reduce employees’ expenses. Commuting costs are drastically reduced when they do not need to travel during rush hour or opt for public transportation.

Flextime also can reduce childcare costs since employees may be able to care for their children during the day and still get their work done.

What are the challenges of flextime?

While there are benefits, adapting to a flextime schedule can also bestow challenges. Employees and employers need to be mindful of the difficulties that can arise.

Flextime challenges for employers

Communication problems

Communication within the organization can be negatively affected. With employees working different flextime hours, responses to messages can take longer. This occurs not only among people in the company but also customers and clients. If customers and clients undergo delayed communication, the company’s functionality can be damaged.

Training required

With the concept being new to many, there is the concern that employees may not adapt to the system well. The unfamiliarity of working with a flexible schedule could make the transition period rather challenging. Employees may need training. This training could take up valuable time and resources.

Decline of the company culture

The company culture could be negatively affected. With employees working different hours, they may not be around to interact with each other as much – leading to isolation and fewer opportunities for creative problem-solving. Flexible schedules could significantly change the company atmosphere and should be handled delicately.

Flextime challenges for employees

Isolation

Working a more flexible schedule can make the work feel like less of a place for enjoyable conversation between coworkers. Employees who thrive being among their colleagues may find flextime rather isolating.

Underperformance

Employees who struggle with time management will likely find flextime very challenging. While some thrive on meeting deadlines without much supervision, employees who tend to procrastinate won’t perform well. Employees should ask themselves if a flexible schedule matches their working style.

Advice for successfully adopting flexible working

Overall, adopting flexible working tells employees they are trusted to do the work at hand without being micromanaged. Once successfully implemented, flextime can help improve multiple aspects of an organization.

Have good communication

Flextime programs need solid communication to work. With employees working at different times in different places, effective communication is the glue that keeps a team together. Good communication entails more than just business-related topics. Team leaders should consider asking their employees how they are doing personally and check in if they can help them in any way.

Include flextime policy in the employee handbook

Having the company’s flextime policy in the handbook can save a lot of hassle. With a clear understanding of what is expected written down beforehand, employees and employers can start the process with many questions already answered.

OnTheClock can Help You Manage Flextime

Scheduling software and time-tracking software like OnTheClock can help employers monitor their employees’ flextime hours and make sure they are being used efficiently. With the use of software, everything can be tracked and monitored remotely, creating an organized system that helps employers keep track of time more effectively.