HR Tech Hacks: Mastering Flexible Work Requests

This is where the power of HR software comes in. In this comprehensive guide, we'll go over the intricacies of successfully requesting flexible working and explore how modern online HR systems can streamline and improve this process, ultimately creating a more high-performing and harmonious working environment for employees and employers.

How to successfully request flexible working

When it comes to requesting flexible working arrangements, whether for a specific period of time or indefinitely, HR software with document management capabilities can guide you through the process step by step. This ensures all necessary documentation is properly handled and stored, making the request seamless and efficient.

Here are the steps to a successful flexible working request:

1.Review your company's flexible working policy

To make a successful request, you should first go to your company's HR software platform to find your employer's flexible working policy. This should provide you with valuable information about the options and procedures available. You can often find request forms conveniently embedded in the HR system, which simplify the process by integrating employee information and ensuring all necessary details are included.

2.Speak to your line manager

Before making a formal request, you should have an initial conversation with your line manager to let them know you want to request flexible working. This will allow you to test the waters and gauge your manager's reaction. Ideally, they will be supportive from the start, but if they raise concerns, you can address these obstacles in your official request and suggest solutions.

3.Submit the request

Now it's time to submit your request through your company's HR software. Make sure you provide a well-structured proposal backed up with evidence. This strategic approach can significantly increase the likelihood of your flexible working request being approved.

4.Negotiate if necessary

Be prepared for the possibility of negotiation being required during this process. Even if you ask for your ideal flexible working arrangement at the beginning, you may not be able to get approval. Be prepared to overcome objections or compromise where necessary to find a solution that works for both you and your company.

Tips for a successful flexible working request

Our staff team recommends the following steps to ensure your flexible working request is approved:

• Gather information that shows the benefits of flexible working, not only for you, but also for the team and the company as a whole.
• Analyse your workload and explain how you plan to effectively manage the tasks involved in flexible working.
• Show examples of where other employees in similar roles have successfully implemented flexible working arrangements with minimal disruption and highlight the positive results
• Suggest a trial period to demonstrate the viability of your proposal and address any concerns
• Use your HR software to maintain transparent communication throughout the process and have open discussions with your manager or the HR team to address any questions or concerns

How many flexible working requests can I make?

As an employee considering flexible working arrangements, it is important to be aware of current guidelines on request frequency. At the time of writing, all employees in the UK are allowed to make one flexible working request per year if they have worked for the same employer for at least 26 weeks continuously. To find out what specifics apply to your situation, you should consult your company's flexible working policies and procedures, which may be accessible through your HR software.

It's worth noting that a significant change is on the horizon. The introduction of the Flexible Working Act, expected to come into full force in 2024, will see a slight adjustment to existing regulations. Under this upcoming legislation, employees will have the opportunity to make up to two statutory requests for flexible working within a 12-month period. This change reflects the growing recognition of the importance of work-life balance and takes into account the diverse needs of modern employees.

How can employers benefit from flexible working?

Flexible working is not just an employee-focused decision - it's a strategic move that can bring a variety of benefits to employers too. One of the key benefits is improved employee retention. By allowing different working arrangements, employers demonstrate their commitment to work-life balance and foster a sense of loyalty and appreciation among their employees. This, in turn, reduces turnover rates and the associated costs of recruiting, onboarding and training new employees.

Flexible working options also increase productivity because employees can tailor their work schedules to their most productive times, resulting in higher quality work and greater efficiency.

In addition, the expanded pool of potential candidates that flexible working arrangements attract can lead to more successful recruiting efforts and ensure that employers have access to a wider range of talent to help their business move forward. Flexible working can also support diversity, equity and inclusion efforts, for example by encouraging the advancement of women into leadership roles and by promoting flexibility for working fathers, people with caregiving responsibilities and people who simply want a different work-life balance.

HR software can help teams stay cohesive and connected regardless of differing schedules. Not only does this take the pressure off employers and managers, but it also strengthens a sense of unity and collaboration among employees, contributing to a more harmonious and productive work environment.

How HR software can help companies support flexible workers

HR systems play an important role in maintaining strong and effective relationships between companies and employees who work flexibly. The dynamic nature of flexible working arrangements requires a proactive approach to performance management; HR software can enable consistent and real-time feedback mechanisms. Managers can regularly check in, set goals and monitor progress through the platform, fostering a sense of accountability and collaboration regardless of physical presence.

Additionally, HR software ensures that remote employees stay seamlessly connected to training opportunities through learning management systems (LMS) and eLearning courses, allowing them to learn and develop professionally just like their on-site colleagues.

Are you a manager looking for eLearning content to help them navigate the world of remote and/or hybrid teams? We offer a course as part of our Executive eLearning package that will help you with communication, leadership and productivity.

They can also access a library of documents, policies and resources no matter where they are, ensuring remote workers have the information they need to make flexible working requests and understand the parameters of flexible working within their organization.

Using HR software to formalise flexible working requests and their outcomes

Using HR software like ours that has a built-in case management feature makes the entire process of submitting and managing formal flexible working requests more organized and transparent. This feature provides a structured platform where employees can submit their requests, which are then tracked, assessed and processed in a consistent manner.

As well as speeding up requests and reducing administrative burdens, the case management system proves invaluable for organizations that want an auditable history of flexible working requests and outcomes. The digital history ensures accountability, compliance and transparency, and serves as a reference point in future requests or legal considerations.

See how we can help you engage your flexible workforce

When organizations embrace the opportunities of flexible working, they can unlock a range of benefits - from higher employee retention and increased productivity to a more inclusive and innovative work culture. HR software can make a difference here by streamlining processes, promoting seamless communication and keeping teams together even when working different hours.

We'd love to show you how our HR software can revolutionize your organization's approach to supporting and managing flexible employees. Book a personal demo today or download our comprehensive brochure and embark on a transformative journey towards a more high-performing, harmonious and adaptable working environment. Your future of flexible working awaits - let us guide you there.

By leveraging HR software, companies can streamline flexible work requests, improve communication, and create a happier, more productive workforce. IceHrm's HR software can simplify your flexible work request process and empower a more engaged workforce.