How to Perfect Your Flexible Working Request

#ad This is a collaborative post

Those of you who read the blog regularly will know that in addition to my blog, I have a day job in Human Resources, and am pretty passionate about work life balance and helping parents, Mums in particular, back to the workplace after having children. Over recent years there has been a slow but steady shift of acceptance towards flexible working, with many women, like myself putting in a flexible working request on their return from maternity leave.

I was incredibly lucky that my flexible working request was accepted on returning from maternity leave, and that I have since gone on to find a part time job that perfectly suits my needs – but unfortunately many are not so lucky. Ultimately, the employer still has a business to run, and has to ensure that the needs of that business are met whilst at the same time attempting to be flexible around your personal circumstances. Having seen a fair few flexible working applications in my time, I thought it may be useful to share my hints and tips on how to perfect your flexible working request.

For transparency – I should include a bit of a disclaimer here – whilst I work in HR by day, I can take no responsibility for any actions taken as a result of my advice, and as such, PLEASE do your own research. The guidelines I outline apply to the UK only, and different rules apply within Northern Ireland and Europe. There are lots of things to think about when changing or reducing your hours, including your eligibility for tax credits – if in doubt, please contact Child Tax Credit customer services for advice based on your individual circumstances.

First a bit of background…

Making a statutory application for Flexible Working

Employees must have worked for the same employer for at least 26 weeks to be eligible for flexible working. Due to changes in the legislation, flexible working no longer just applies to parents (it used to be only for those with children under  the age of 16 or 18 if that child was disabled). Now, anyone can request flexible working, opening it up to a much wider pool – including those with other commitments such as caring responsibilities or simply a busy social schedule! 🙂

What does flexible working mean?

Essentially, flexible working can be anything that isn’t the standard contractual working week. There are, however, lots of ways in which flexible working can manifest itself.

Types of flexible working include:

• Job share – splitting hours between 2 people
• Working from home or an alternative place of work
• Part time – less than full time hours (usually shorter number of days each week or hours per day)
• Compressed working week – working full time hours over a smaller number of days
• Flexitime – chose start and end times within agreed limits (e.g. 8-10am start, 4-6 pm finish)
• Annualised Hours-  set number of hours each year but flexible
• Term Time only – ideal for working parents, working days mirror the school term. More common in public sector or education settings.

Applying for flexible working

To apply for flexible working you must write a letter to your employer. This letter should include:

• The date
• A statement that you are making a statutory request for flexible working
• Details on how you wish to work flexibly and from what date
• An explanation on how your employer will be affected and how you suggest they deal with this
• Details on any previous applications.

Your employer should consider your request (usually by arranging a meeting to discuss your application) and confirm their decision within 3 months. It is important to note here that if your request is accepted, this would become a permanent change to your terms and conditions of employment, and as such, you need to think VERY carefully about the details of your request, thinking about the long term rather than just your immediate needs. If your request is declined, your employer should outline in writing their business reasons for refusal.

Why was my request rejected?

There are various reasons why a request for flexible working may be rejected. These include:

• Extra costs that would damage the business
• A belief that work can not be reorganised between existing staff
• People cannot be recruited to do work
• Flexible working would affect quality and or performance
• The business wont be able to meet customer demand
• A lack of work to do during proposed times
• The business is planning workforce changes

My advice on making your application

Firstly, consider:

• What other flexible working arrangements exist within your organisation? Are they comparable to your role and responsibilities? Why are they effective arrangements and can something similar work in your situation?
• Avoid making assumptions about your colleagues – e.g. X wont mind, X doesn’t have children etc. You cannot and should not use a generalisation about other people’s personal circumstances as the basis for your application.

Analyse your Role

• Who will cover your work when you are not there? Can it wait until your return?
• What impact will your absence have on colleagues?
• What are the busiest hours / days in your role e.g. if Mondays are the busiest day – unlikely to get approval if you ask to not work Mondays. If Fridays are quieter, and have less work to cover this may be a better option.
• What would happen if urgent work came in?
• How would you ensure your colleagues were aware of your workload?
• Be realistic – don’t attempt to cram the same amount of work into less hours – you will just end up burning out.
• Are there any tasks that don’t NEED to be done? Could certain tasks/ projects be shelved or completed less regularly / shared amongst the team with minimal impact?

Focus on the positive

• Could your working longer days (compressed working week) for example, actually be a benefit – e.g. more cover for the department first thing and last thing, shorter lunch break providing additional cover? This could be a positive impact for the availability of the team.
• Could you working flexibly enable a development opportunity for others within your team e.g. apprentice or administrator for whom some more basic elements could be delegated as a development or learning tool.
• Make it easier for them to say yes – how will you working flexibly benefit the business – (turn it around with a positive message!) – DON’T say it is because you’re too tired or cant cope with existing workload.

Compromise 

• Why not suggest a trial period so that both parties can ensure it is working for them?
• If you don’t think they would approve the exact hours you want, would staggered start and end times help your circumstances (e.g.avoiding rush hour traffic)
• Be as flexible as you can – particularly on your choice of days if requesting less than the normal working week – offer to change (with notice) as and when required if this is an option. e.g. if grandparents have children could you swap days on occasion if demand/work required?
• Provide different options where possible – whilst one might not work, another may be easier to accommodate. Consider outlining your first/2nd choice in terms of desirable work pattern.
• Be prepared to compromise – you may want to finish at 4.30 but they may say they can only consider a 5pm finish. Aim for a working agreement, not perfection.
• Reassure them – e.g. happy to take the odd out of hours call when required – happy to check emails once the children are in bed to ensure there is nothing urgent that needs to be passed on. Emphasise your commitment.

And remember…. if you are looking at new jobs away from your original employer – just because an advert doesn’t mention flexible working does not mean they WON’T consider it for the right person. Do not be scared to pick up the phone and ask – you may be just the person they are looking for!

I hope you find the above useful!

GOOD LUCK!

Lucy x