Modern workplace tools: a complete guide to managing flexible teams

The state of flexible work

Flexible work arrangements are here to stay, but workplaces around the world are still trying to figure out how best to manage them.

Flexible work has become something of a hot topic, with a power struggle between employees that want the ability to work from anywhere, and employers trying to get them back in the office.

79% of British workers believe flexible hours would make them more productive
81% believe that flexible working would make a job more attractive
In the US, nearly two thirds of employees say they want flexible hours

However, employees shouldn’t expect free rein over their work hours. Flexible hours need to work for the organization too, and so increasingly, employers are looking to set limits and expectations on flexible work to find a middle ground where staff are productive while also having an adequate degree of flexibility.

Types of flexible work

There are a range of different ways to work today, all of which have slightly different approaches to flexibility.

Factors such as workplace culture, sectors, job requirements, locations and employee/manager expectations can all influence the suitability of these work types for an individual job or workplace.

Hybrid schedules allow staff to work remotely and in the office, either on an agreed schedule or on an as-needed basis.
Remote-first work is where working outside the office is the default. Staff may be able to work from the office, but if they can, it isn’t the first option.
Flexible hours is where the focus is more on the work itself, rather than the time it’s done. Staff can work the hours that suit them, providing they meet deadlines and their workload is satisfactory to the employer.

Business benefits and challenges

As with many things, flexible work comes with its pros and cons.

Pros:

Allows businesses to hire from a greater talent pool (i.e. staff can be based anywhere)
More suited to the preferences of the modern workforce
Provides greater ability to hire less than full-time roles (i.e. reduced wages)
Can increase productivity
Reduced office expenses

Cons:

Staff may be less productive
May lead to procrastination
Negative impacts on workplace culture
Difficulty communicating with staff outside the office

Case study: How Neo PR has used Sign In App to enable new ways of flexible working

Building a flexible work framework

Flexible working has many different interpretations, so businesses first need to define what flexible working means for them. Here are some things you may consider:

Do employees need to be in the office on certain days/at certain times of the week?
Do employees’ flexible hours need to be taken within the office?
Can employees choose to work remotely with their flexible hours?

Once you’ve defined what flexible working means for your company, the agreement must be made clear between you and your employees. Be clear on what you can and can’t support and why. Communicating expectations is critical for avoiding confusion and ensuring frameworks are followed.

Flexible work often requires adequate digital infrastructure, such as laptops, phones, screens, internet connections and more. Businesses should be prepared to invest in the necessary technology so staff are set up with everything they need to be effective in their jobs.

It’s important to monitor performance metrics to ensure that flexible working isn’t negatively impacting staff output. Productivity, employee engagement, absenteeism, operational efficiency, collaboration effectiveness and business performance can all be impacted by flexible work.

Lastly, it can help to go through training with managers and staff. This reinforces expectations and standards and can help workers to be productive in remote environments.

Essential tools for flexible work

In order to maintain productivity and culture - and help employees to do their jobs remotely - there are a range of tools you can use:

Digital attendance tracking for staff to log on and off work, assisting payroll, monitoring attendance and managing time off requests.
Mobile sign-in options, where employees can use apps to register that they’re online, whether in the office or elsewhere.
Time tracking solutions monitor staff working hours, tasks and productivity. They can be allocated to certain pieces of work or projects, which helps with billing for staff time.
Location management tools are particularly good for fully remote teams, where staff can mark their whereabouts to make it clear when they’re working.
Space management tools can track and book rooms, desks, meeting areas and other resources.
Capacity monitoring solutions enable businesses to assess their level of office resources to ensure it is adequate for the changeable demand from hybrid staff or contractors.

Technology implementation

Like any technology, there are key considerations to work through in implementing flexible working solutions. They include:

Mobile deployment: By their nature, these are tools that will be used remotely, and have to be functional in their implementation and daily use. This often means signing into work via an app, either on mobile phone or in a browser.
Security: As an extension of your own business, third party technologies need to comply with all data privacy and security regulations.
Integration: Technology that integrates with existing workplace tools can enable greater efficiencies. Without seamless integration, businesses may have to cobble together unnecessarily complex processes that ultimately inhibit their effectiveness.
Health and safety compliance: A rigorous safety check will ensure systems are fit for purpose against all health and safety requirements.

Maintaining company culture

As we’ve mentioned above, one of the potential disadvantages of flexible working is its impact on company culture. Remote staff may struggle to build positive working relationships, and an empty office is not likely to be an attractive environment.

But building a culture is important, so it’s crucial workplaces make the effort to mitigate the impacts of remote working.

Remote team engagement. Make sure internal communication is a priority, including providing regular updates on things happening in the business and celebrating success. Having a good schedule of social events helps to bring people together to build relationships.
Communication strategies and tools. Online messaging tools such as Slack or Teams are great for constant communication and notifications, even on small, informal things. This replicates the conversations that are had in the office - these may seem minor, but they really help to build relationships and culture.
Manage hybrid meetings. Encourage in-person meetings where possible: face-to-face interactions are generally more fulsome and better for overall relationship building. Virtual meetings do have their place, but it pays to be mindful of doing too much interaction via computer screens.
Policy updates and training. Monitor the impact of hybrid working on company culture and update your approach where necessary. Maintain the same level of training as you would with staff in the office - this can include virtual events or webinars, or other training opportunities for hybrid teams.

Flexible doesn’t mean forgoing

Flexible teams are a reality in today’s world, but that doesn't mean businesses should forgo anything. Company culture, productivity, communication, business performance and other aspects that can be impacted by flexible working can all be accommodated in a hybrid work strategy.

Central to that is the tools you use to empower staff. By equipping staff with technology that enables them to be productive away from the office, you mitigate the negative impacts of flexible work, and fuel the benefits even more.

Sign In App is an example of that. It is a modern workplace tool that allows staff to sign in and out of work from anywhere, book desks and other resources, and much more. Find out more about how it enables remote teams, or book a free 15 day trial today.