Ten Point Guide: New ways of Working

The Olympics have made a positive contribution to the UK over the last few weeks in so many ways, not least promoting flexible working. Due to the potential travel disruption as a result of the games, employers have been forced to consider new ways of working so as to minimise the effects travel disruption may have on output.

The world of the workplace is changing. No longer is there a need to communicate face to face and be at work during certain times of the day and so new ways of working should be an organic process. However the majority of UK businesses are obsessed with ‘bums on seats’ and not ‘output’. Admittedly new ways of working won’t be right for all roles but for the majority it will, and it’s the way of the future, so we had better get started.

1. What does it involve? – Just about anything which enables people to work more flexibly. It could include hot-desking, working from home, working flexible hours, working condensed hours, video conferencing and Skype meetings for instance.

2. Assessment - Before you consider changing the way in which the company works, assess what you need to achieve and how best to do it. For example, homeworking would not work for a mechanic but flexible hours might.

3. Equality Act - The new initiative should be offered not only to positions it is suitable for but also to all ages, abilities, both sexes, regardless of any other protected characteristics or their personal circumstances. You may not be able to offer all initiatives to all who may want them. For example, start times may need to be staggered in order to fulfil business needs. The key here is to remain fair. Operate a rotation or first come first served system and do not pick and choose at will 

4. Systems – So, you know what you need to achieve but before any new initiative goes ahead, you must consider what systems should be in place. For example, if hot-desking is implemented ensure that a booking-in system is applied and communicated to all and that each desk has the necessary equipment capable of handling the type of work undertaken by the users.

5. Trial - Don’t set the new initiatives in stone until you know it works. Set a timeframe in order to assess if it is working for both the staff and the company. Make tweaks as you go along if need be. 

6. Support - In a typical office environment we usually share an area of the office with our department or team and we probably underestimate how many times we may approach them (or be approached) for some ad hoc advice or clarification. When we no longer work in close proximity, this support can be lost. Put systems in place to deal with this by letting staff know who to contact, how and when. Most importantly, assure them that the help is there if they want it.

7. Inclusion - There is no doubt that new ways of working have infinite benefits however it’s important to remember that the company culture has a huge impact on staff morale. If people are working different shifts, from home or at different desks, they may no longer have the opportunity to communicate with one another, leading them to feel isolated and disengaged. Show people that they are still an important part of the organisation. Continue to include staff in all staff emails, staff meetings and social events.

8. Measure success - Many people steer clear of new ways of working because they feel that, as they cannot see the employee, they won’t have any way of knowing what they’re doing. We can measure productivity by output. Assess whether they are producing the same volume and standard of work under the new system. Ask the clients/customers if they are happy with the way things are going. Implement a timesheet system so that you can see clearly what is being done, when and how long it is taking.

9. Inform - Before implementing the new system, inform the staff of your plans and gain their input on what they feel might work. Once the new systems are in place, inform customers/clients/suppliers and alike. It is a natural instinct to be wary of change and so it’s important to keep everyone informed and let them know that there is nothing to fear.

10. Benefits – The benefits are a better work-life balance, reduced stress levels, improved service leading to happier clients/customers, intangible benefits as a positive recruitment tool to name but a few. A happy workforce is a productive workforce so let’s get working in a new way!

This tip sheet is no substitute for comprehensive advice on your particular circumstances. Please contact us for more detailed information.