Not all positions or position duties are eligible for a flexible work arrangement. Supervisors are responsible for evaluating each position and engaging in a dialogue with their employees to determine which work arrangement is appropriate for the requirements of the position. If a flexible work arrangement is requested by an employee, the supervisor must thoughtfully review the request and make a determination that takes into account the employee’s request, but ultimately ensures that the needs of the Laboratory are met.
HR has developed a set of resources for supervisors to walk through how to determine which work mode can work for each situation. Please consider the following issues as you discuss with employees which work arrangement best suits their position or as you evaluate requests for new or revised flexible work arrangements:
- What are the requirements, duties, responsibilities, and expectations of the position and how are these accomplished? What elements of the position must be performed on-site and which can be effectively performed from an off-site location?
- Can the proposed work arrangement effectively meet your division/group/team needs? If not, why not? Be prepared to be specific.
- Can the proposed flexible work option be effectively executed without jeopardizing Lab research, operational continuity, team performance and collaboration? If the employee is in a supervisory or leadership role, they may require regular on-site presence as determined by their division leadership.
- Decisions about flexible work arrangements should be made based on business needs and in consultation with relevant stakeholders (e.g., division leadership, matrixed supervisors/work leads, customers, etc). Flexible work arrangements for matrixed staff should take into account the business needs of the host / matrixed organization.
- If the employee requests a flexible work arrangement that does not align with your needs, can you offer alternate suggestions that may be mutually beneficial (e.g., different schedule of on-site work, etc)?
- What deliverables must be accomplished and how? Which customers (internal and external) must be satisfied? Will the arrangement support current, sustained, and projected organizational needs (e.g., collaboration and relationship management, leadership presence, team meetings, project deadlines, training, work coverage, etc.).
- Has the employee effectively demonstrated a satisfactory level of initiative, time management, people management, ability to work independently, productivity, etc. to support the work arrangement? Can the requested arrangement be tested, evaluated, and adjusted as needed?
- What are the expectations for availability as well as communication with you, the employee’s colleagues/ team, customers, and other stakeholders? Does the employee have experience with and necessary skill using the required virtual collaboration tools? Can these skills and tools be acquired or developed?
- In what ways can you ensure that you are effectively monitoring and measuring productivity and accomplishment of objectives?
- Does the requested flexible work arrangement account for essential and required on-site coverage and space utilization (e.g., contingency for unplanned absences and staff shortages, rotational schedules, seasonal peaks, special events, etc).
- Is the proposed off-site work location (e.g., a home office) conducive to effectively and safely performing the position’s duties? For example, the employee has or can reasonably obtain necessary systems, materials, and equipment; work location is comfortable, ergonomically sound, safe, and secure; etc.
- If the employee is in a non-exempt position, how will you ensure that they take the required rest/meal breaks, and how will you ensure that you monitor work hours and adhere to overtime requirements?
- For new hires, will it be possible for them to start in a flexible work mode or will they need to work more on-site initially for a defined period of time to become familiar with the Lab?