Flexible Working Policy

Remote work and flexible working has become more popular in recent years. With more ways of doing work remotely and recognition of the productivity and wellbeing benefits, have seen more employers offer it. Not only this, but it is now part of UK legislation.

With this being a part of employment law, employees can formally request flexible working. You should help with this process by having your own internal policy. This will allow more transparency and less confusion when requests are made.

Read below on how you can have a clear and compliant working from home policy, so you can ensure your employees have the best work-life balance. You can also download our flexible working policy example, so you know where to start when it comes to writing yours.

Peninsula provides total support on any HR or Health & Safety issue you have. From unlimited advice to our full documentation and risk assessment services, we'll ensure compliance at all times, contact us today.

What is flexible working policy and legislation?

In the UK legislation allows eligible employees to request flexible working arrangements. This can mean the following:

• Time of work (for example, requesting a change to start or finish times)
• Place of work (for example requesting to work at a different branch, or work from home)
• Hours of work (for example, requesting a reduction in working hours)

Employees do not have the right to flexible working on demand, but a right to submit a request to their employer.

If the request is agreed, the change will be a permanent change to the employee's contract, unless agreed otherwise.

What are different types of flexible working?

There are many types of flexible working that an employee may request, so it's important you understand each of them. Below are common examples but not limited to:

• Working part-time or reduced working hours: where an employees contracted hours are less than full-time hours.
• Job-sharing: Where a full-time job is divided into two separate ones for two people, with the two job holders sharing job duties and responsibilities.
• Working from home or remote working: Where an employee carries out all their work duties whilst at home rather than in their employers' premises.
• Condensed or compressed hours: An employee works their full-time hours in less days, but working longer blocks. For example - a five day week is compressed into four working days.
• Annualised hours: An employee's contracted working hours are calculated so they work those hours over a year period. There is flexibility to when these hours are worked.
• Flexitime: An employee chooses when they can begin and end work, but with certain limits.
• Hybrid working: Hybrid working is a mixture between both working remotely and in the business premises.

What are the benefits from having a flexible working policy?

When considering whether implementing flexible working into your business is viable, you should consider the benefits for not just your business, but for your employees too.

Such as but not limited to:

• Provides both clarity and consistency.
• Provides streamlined processes in your business.
• Improves both employee productivity and satisfaction.
• Better employee work-life balance.
• Helps improve employee retention.
• Helps to attracted the best talent to your company.

Why include a flexible working policy?

Encouraging employees to use flexible working where possible has benefits to your business. Specifically, flexible working can be key for employee wellbeing, retention and productivity. So having a policy makes it easier for employees to apply, as they may feel they can’t if there are no official channels.

From an employment law perspective, it keeps things simple too. Changing contracts is a complicated process, so to ensure fairness, it is very important to maintain a flexible working hours policy.

Download our free flexible working policy template today and successfully implement it into your company.

What do you need to include in a flexible working policy template?

The policy should begin by outlining:

• What flexible working is
• What is the eligibility for taking it
• The application process.
• Why you’re committed to giving the opportunity to take it.
• The approval process and timelines to make your decision.
• Rsponsbilies for both you and your employee.

The policy should then make clear what the procedure is for making a request, including that it needs to be in writing and specify the following:

• State whether they have made a previous application under this procedure and, if so, when.
• Specify the change applied for and the date on which it is proposed the change should become effective.
• Explain what effect, if any, the employee thinks making the change applied for would have on the employer and how, in the employee’s opinion, they might deal with any such effect.
• Be signed and dated.

As part of the procedure, a meeting will be held with the employee to discuss the request in more detail. The policy should clearly specify that the request may not be approved straight away and could be subject to a trail period first.

Finally, the policy should also outline that the employee has the right to appeal against a decision to approve or deny a flexible working request.

If you're not sure what to include in your policy, you can download our flexible working policy template - so you know yours is watertight.

Download our flexible working patterns policy template here

Peninsula provides sound HR advice and can help your business ensure all your policies are compliant, allowing you and your managers to spend time on more important aspects of the business. So, download your flexible working hours policy template today.

Peninsula clients also get access to 24/7 HR consultation for safe working requirements. And if you are not yet a client, you can still enjoy free advice from one of our business specialists. Simply call us on 0800 158 2313.

For a flexible working hours policy template, please click the button.

Disclaimer: This template is provided ‘as is’ and Peninsula Business Services Ltd excludes all representations, warranties, obligations and liabilities in relation to the template to the maximum extent permitted by law.

Peninsula Business Services Ltd is not liable for any errors or omissions in the template and shall not be liable for any loss, injury or damage of any kind caused by its use. Use of the template is entirely at the risk of the User and should you wish to do so then independent legal advice should be sought before use.

Use of the template will be deemed to constitute acceptance of the above terms.