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<Insert date and facilitator name>. Session objectives. To increase our understanding of the value of implementing flexible working arrangements To provide practical strategies to successfully implement flexible working arrangements. Agenda.

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Presentation Transcript
session objectives
Session objectives
  • To increase our understanding of the value of implementing flexible working arrangements
  • To provide practical strategies to successfully implement flexible working arrangements
agenda
Agenda

9:00am Setting the scene – understanding flexible work practices & managers’ responsibilities

9:15 am The good management process

10.30am Morning tea

10.45am Challenges for effectively managing employees working flexibly:

  • Troubleshooting
  • Performance management
  • Grievances
  • Creating new flexible work arrangements not covered by current policy
  • Other issues raised in the pre-workshop survey

12.15 Next steps

12.30pm Close

<adjust the agenda times to suit the agency’s program>

your feedback on issues with flexible work practices
Your feedback on issues with flexible work practices

You raised the following issues: < insert issues raised by workshop participants in their pre-workshop questionnaire >

  • ..
  • ….
flexible working arrangements not a 9 5 work pattern
any work arrangement that changes

standard hours, days or location of work

on a temporary or permanent basis

Flexible working arrangements – not a “9-5” work pattern
the employment frameworks is complex
The employment frameworks is complex
  • Flexible work practices are covered by employment legislation, awards and our agency’s policies
  • <Insert list of policies/procedures available to agency employees>
a lever to develop a highly skilled motivated workforce
A lever to develop a highly skilled & motivated workforce

Well managed flexible work options can:

  • increase employee job satisfaction
  • increase the retention of experienced employees
  • reduce unplanned absenteeism
  • attract high calibre applicants to the agency.
our key workforce issues
Our key workforce issues
  • Insert you agency’s information
all employees might need to work flexibly at some point in their career
All employees might need to work flexibly at some point in their career
  • transitioning to retirement
  • with caring responsibilities (for children, elderly, disabled or illness)
  • needing improved work life balance
  • seeking other pursuits e.g. study, travel, health or sport.

… working flexibly is not only for women with young children!!!

flexible working arrangements must meet both the agency s needs and that of the individual employee
Flexible working arrangements must meet both the agency’s needs and that of the individual employee

Your role is to ensure business outcomes are maintained and to follow the defined processes – not to validate the individual’s need to work flexibly.

case study
Take 10 minutes to discuss this case and be prepared to share your solutions with the group.

You are a manager of a small team that has some direct client contact.

A staff member, who has a young child, wants to work from home. He needs to maintain his current income. You do not believe that his role suits this arrangement. He provides office based support to the team and answers the general enquiry telephone line for the unit.

Another team member has been approved to occasionally work from home when she has major reports or other stand-alone projects to complete.

What do you do and why? How do you continue to support him in his role?

Case Study
a culture which supports flexible working
A culture which supports flexible working

Managers need to:

  • Understand how flexible working can help you mange your workforce
  • Be proactive with flexible working practices to create a positive team environment
  • Be flexible in your approach to the management of employees’ leave
  • Make sure that an employee considering a change in work arrangement gets appropriate advice on all changes to their entitlements
  • Attract the strongest pool of candidates for positions to be advertised – consider whether it can be done on a part time basis – and advertise this option as well.
request changes in work arrangements
Request changes in work arrangements
  • Consider the Manager’s Checklist
  • Make preliminary decision
  • Organise to meet to discuss with employee
  • Remember to be
    • Flexible & creative in approach
    • Work towards a tailored solution
    • Be fair and consistent
    • Handle sensitive issues appropriately
employees must check the impact of the proposed change on their entitlements
Employees must check the impact of the proposed change on their entitlements

Flexible working arrangements can impact an employee’s entitlements, particularly when hours are reduced.

  • Remuneration
  • Overtime
  • Higher Duties
  • Superannuation
  • Public Holidays
negotiate a flexible work arrangement
Negotiate a flexible work arrangement
  • Meeting between the manager and the employee to:
    • Review the flexible work request
    • Identify areas that require additional information
    • Identify alternatives or workarounds
    • Explain any conditions or implementation issues
    • Agree next steps (including the trial stage)
manage the flexible work arrangement
Manage the flexible work arrangement
  • Get organised
    • Redesign: reorganise the team, redesign existing roles or develop new roles
    • Confirm arrangements with HR if necessary
    • Document the agreement
    • Update employee agreement and role description
    • Communicate to team members, clients and stakeholders
    • Trial
  • Flexible workers are entitled to the same career development and progression opportunities as other employees.
    • Performance management
    • Development plans
    • Assign a mentor
  • If arrangement is not working out – modifyor end it.
morning tea

Morning Tea

10.30 – 10.45am

performance management giving effective feedback
Performance management – giving effective feedback

How to give constructive feedback

Bad habits to avoid when giving

feedback

  • Have the meeting in private
  • Do not personalise the feedback
  • Be specific
  • Be consistent
  • Be timely
  • Keep your emotions under control
  • Don’t do all the talking
  • Define expected actions from the meeting
  • Document the feedback
  • Move on
  • Telling rather than coaching
  • Withholding negative feedback
  • Doing the work instead
  • Being vague or unclear about the expected outcomes
  • Venting frustration or threatening
  • Over analysing and putting down the employee
grievances
Grievances
  • Some employees may not be satisfied with your business decision concerning their request to vary their work arrangements.
  • Insert agency process for managing grievances
small group exercise
Small group exercise
  • Flexible workers are less committed and less productive in their role than full time workers.
  • You can’t work flexibly when you are in a client facing role.
  • It is too hard to control flexible workers and monitor their output.
  • How do I manage staff all working different schedules?
  • What do I do in emergency situations when my flexible workers aren’t in the office?
  • Other team members want the same arrangement but the role/their experience doesn’t lend itself to this option?
  • Can I change an arrangement or end it?
  • What happens if the employee’s circumstances change again?
  • Keeping someone engaged whilst on extended LWOP
taking action
Taking action

What will you be doing differently as a manager going forward?

and finally
… and finally

There are no guarantees that all your people management problems will be solved but applying flexible work practices will help.

Insert the name and telephone number of the agency HR contact person who can help.