Flexible Working Practices and Their Place in Todays Organizations - Essay Example

Flexible Working Practices and Their Place in Todays Organizations 1. Introduction Employee satisfaction with job is essential for improved business productivity and profitability. It is such a valuable factor that can raise a company’s performance level in any competitive market. Employees are satisfied with jobs when they feel that their needs and concerns are being taken care of by the management of the company. When employees feel valued, they show more commitment and dedication towards their job related tasks and responsibilities, which consequently results in improved organizational performance. This is the reason why companies need to focus on increasing employees’ satisfaction with their jobs. Provision of flexible work environment to employees is one of the main steps a company takes to increase employee motivation and satisfaction levels (Brenner, Fairris & Ruser 2004). In this paper, we will discuss some of the key flexible work practices that can make jobs attractive for employees. The paper will include a discussion on the way human resources can be managed so that employees become more motivated and satisfied with their jobs. 2. Flexible Work Practices Flexible work practices mean different things for different organizations. Some organizations think of flexible work practices as a way to establish a good working relationship between partners, customers, and shareholders, whereas some companies take flexible work practices as the ways to improve employee performance. Generally speaking, flexibility in doing job is all about the way an employer and an employee make changes to when, how, and in which way he/she will work to meet business and individual needs in a proper manner. Flexible work practices help companies in redicung workpalce conflicts and employee turnover problems. As Batt and Valcour (2003, p. 189) state, “the most effective organizational responses to work-family conflict and to turnover are those that combine work-family policies with other human resources practices, including work redesign and commitment-enhancing incentives”. Flexible work practices refer to that type of flexibility that serves both employees and companies in accommodating individual needs (Avery & Zabel 2001, p. 139). Flexible work practice enables businesses as well as individuals to meet their respective needs by making appropriate changes to location (where), time (when), and manner (how) in which employers and employees carry out their job activities. “Flexibility should be mutually beneficial to both the employer and employee and result in superior outcomes” (Workplace Flexibility 2011). There is a number of flexible work practices that managers can carry out to make employees satisfied with their jobs. Some of those practices include flexible working hours, part-time work, variable year and part year employment, motivation through recognition, facilitating remote working, job sharing, phased retirement, and flexible job hours. Allowing employees to work in ways that can help them balance their personal and professional life requirements easily is good for employees, as well as for businesses (Stredwick & Ellis 2005, p. 1). Let us discuss some of the main flexible working practices in detail to know how they contribute to improved employee and organizational performances. 2.1 Flexible Working Hours One of the best flexible work practices is to allow flexible working hours to employees (Pil & Macduffie 1996). Managers can schedule the working hours of employees in such a way that employees can feel relaxed. For example, they can change the work timings of 8am - 4pm to 9am – 5pm. Similarly, they can alter the scheduling of work timings to facilitate employees in doing their personal works. For example, they can make employees work for 10 hours a day and then give a 2 hours relaxation for the next day. In this way, the total number of working hours for employees will be the same as in normal case. In normal settings, employees usually work for 16 hours in two days and if the proposed schedule is implemented by the managers for two days, the number of working hours will remain the same. Such scheduling of working hours will not only help employees in managing their personal works in the way they want but also will make them feel valued by the company. Employees work hard and with increased motivation and dedication when they know that their company takes care of personal needs and requirements. Flexible working hours helps employees in their daily life requirements. For example, an employee may have some commitment to fulfill in the mid of the day. In such situation, if the manager of that employee allows him/her of an hour or two for his/her personal work by compelling him/her to work for the missed hours on the next working day, it will not only help that employee fulfill his/her commitment but also will inject a sense of recognition in his/her mind which is very important for an employee to show improved job performance. 2.2 Part-Time Work One of then main flexible work practices that most of the employees like to have part-time work. Employees like to be allowed to do part-time work to earn more money. However, for that they need to get some time away from their regular jobs. When employers recognize employees’ need of part-time job and take steps to provide them some extra time, employees really like it. Similarly, managers can cut off some job hours for employees in order to help them in doing their part-time jobs. Moreover, managers can also cut some job hours per month or per week without deducting salaries to help employees in doing their part-time jobs. For example, they can allow their employees one day per week, three days per two weeks, or five days per month to spend in doing part-time jobs. Such moves by managers or employers also work well in bridging the gap between employees and managers which results in improved job performances and overall organizational productivity. Many employees like to have some time from their regular job timings to spend on some other job which can pay them on hourly basis. Working less than the standard working hours each month allows employees to concentrate on their part-time jobs. Therefore, if managers facilitate employees in doing part-time jobs of their choice, it can put a positive impact on employees and they will definitely like to work for their companies for longer periods. 2.3 Appreciate Employees The motivation level of employees increases when their managers come to them, put a hand on their shoulders, and appreciate them. When a manager praises a group of employees on achieving some particular organizational objectives, the group feels valued and they show more good performances to retain their place in the company. Performance evaluation and recognition are such activities which are very important for the managers to develop and keep a highly motivated and competent workforce. 2.4 Variable Year Employment One of the main ways to ensure flexible work practices at the workplace is variable year employment. Variable year employment means changing the duration of job each day or each month in accordance with the need of the job (Combs et al. 2006). For example, if the demand of the job is more work at some particular day or month, then the employee should be asked to work for longer hours during that time. Similarly, if the demand of the job is less work due to off season, then the employees should be given relaxation at job by giving time off or paid leaves for some days. There are many jobs which do not require the same level of hard work every time. For example, a guide working for a tourism company does not need to work with clients in off season. Therefore, he/she should be given some time to spend with his/her family during that time. Such little things can make employees feel very nice and valued. Changing job hours in accordance with the demands of the external environment of the company works well for employees. No person wants to work more when there is little need of it. Managers need to understand this fact and should allow employees to spend some time in doing their personal works when there is less need of spending the routine time at job. Such care for employees can create a very peaceful and supportive environment at the workplace which is the key for improved employee performance and organizational productivity. 2.5 Facilitating Remote Working Another flexible working practice is to allow employees in doing remote working. Remote working means to carry out the activities related to the job being at some other place instead of being in the company all the time. Remote working makes employees feel relaxed because they do not have to go to the company everyday to perform their job responsibilities. However, there are some types of jobs for which managers cannot allow remote working. For example, customer care services and human resource department jobs are such jobs for which people need to be in the company all the time during the job hours. The reason is that human resource professionals need to make quick decisions about all sorts of employee related issues and this can happen only if they are present in the company. Moreover, they also have to develop business strategies for which they need to consult with different people working for the organization. Of course, this cannot happen without being there at the workplace. If we talk about professionals belonging to customer care department, we can say that these people also need to go to the workplace regularly to perform their job activities because customers can come at any time to the company for the resolution of their issues. In such cases, customer care professionals need to be in the company to meet their concerns. However, for some jobs remote working can be allowed. Jobs of sales and marketing department and those which require less interaction with other employees can allow people to do remote working. For example, sales professionals do not need to come to the company everyday at some particular time, rather they have to perform their job activities at different locations. They just need to go to their offices to report their managers about the sales. Similarly, an employee whose job responsibility is to prepare documentation of the software products developed by the company does not need to go to the office regularly. The reason is that he/she can do documentation even being at home. He/she just needs the programming details of the software to prepare the documentation. In such cases, remote working can be allowed to employees. Remote working facility helps employees schedule their job related activities on their own in accordance with the scheduling of their personal life activities. 2.6 Job Sharing Job sharing is also a good flexible working practice. Job sharing is that sort of work arrangement where more than one person having similar or different skills work for a position that is actually designed for one employee. However, there needs to be a manager who can schedule share work responsibilities for the employees involved in job sharing. The reason is that arranging a partner with required skills and scheduling share work and alternate schedules are such tasks that need close supervision, participation, and approval of managers. Just like other flexible work practices, such as, shorter summer hours and telecommuting, job sharing is also a modern work arrangement that is continuously growing in the western part of the world as more and more companies are focusing on job sharing to reduce workload for employees, as well as to get benefited from the skills and knowledge of more than one employees for any particular job. In most of the cases, usually two employees alternate the work week in the shared job arrangement (Cyprus n.d.). For example, one employee works for three consecutive days of the week and then the paired employees takes the charge and carries out the job responsibilities for the rest of the days. Many other types of scheduling possibilities, such as, hours-based scheduling, shift-based scheduling, and month-based scheduling are also there for employees working in a shared work environment. There are some jobs that have the capacity to involve more than one worker for alternating weeks or even months (Cyprus n.d.). However, the decision to make a shared job arrangement involves the shared job needs of managers, as well as the employees doing the job already. It is very important to understand that arranging a job partner for a job already being done by an employee can affect the job productivity level also in a negative way. For example, one employee may have more skills and knowledge than the paired employee. In such cases, job productivity level goes down because the skills of the employees involved in the shared work do not match with each other. Therefore, it can create a problem for the employees to work properly towards the goals and objectives of the company in the form of a team unless the job partners have a full understanding of each other and have the ability to work in a cohesive manner. 2.7 Phased Retirement Another flexible work practice which managers can apply in the company is phased retirement for employees. Phased retirement means to retire employees in stages rather than making them leave the company all at once. “Phased retirement is a process that allows employees approaching retirement age to incrementally decrease their workloads, rather than abruptly stopping work” (Tatum n.d.). For example, if the age of retirement comes for a senior employee, then he/she should not be retired in a single step; rather there should be some stages in which first the work load of that employee should be reduced, then the number of job hours should be reduced for that employee, and in the end the employee should be retired from job. Phased retirement provides an opportunity for employees to find some alternate work. Phased retirement is beneficial for employees, as well as for employers. Such process of retirement can also go on to determine the way an employee yields income from his/her retirement account. Such facility for employees also helps in structuring disbursements in accordance with their personal circumstances. One of the most effective ways to phased retirement is by migrating employees from a full time job to a part-time job after granting formal retirement to the employee (Tatum n.d.). For example, a retired employee should be allowed to come back to the company in a few weeks for some part time work. During this process, the employee can also train new employees appointed on the same position which that employee left vacant after retiring. It is very beneficial for new employees as they can get training from a person who is fully aware of the requirements and responsibilities related to that particular position. For employers, it is beneficial in a sense that they can have a competent and skilled trainer for new employees who can provide relevant job training to them. 2.8 Motivation through Recognition Increasing employee motivation is essential for the success of a business in a competitive market. Offering rewards and benefits to employees for good performances is one of the best ways to recognize their efforts. “Rewards and recognition should be given as soon as possible after the desired behavior” (Sanow 2009, p. 1). Recognition acts a successful way to make employees work hard for accomplishing goals and objectives of the company. Managers should not ignore the performances of their employees because it negatively affects the motivation level of employees. 2.9 Flexible Job Hours Flexibility of job hours is another flexible work practice that managers can apply in their companies for employees. Managers can alter the start and end times of jobs a little in accordance with the work schedule of employees (Horwitz & Smith 1998). They can allow employees to make their job schedule according to their personal needs. An employee normally works for eight hours per day. Now, it should be on the employee what job timings he/she chooses for him/her to work. For example, an employee can choose to work from 10am to 6pm instead of 8am to 4 pm. This will provide job relaxation to employees as they can perform their personal life tasks easily and without any tension of going to the office on some fixed time. 2.10 Breastfeeding Room Flexible work practices are not just limited to relaxation of job timing and work hours for employees; rather they also include such practices which should ensure privacy of employees while at the workplace. For example, there should be a breastfeeding room in every company where female employees should feed their new born babies in complete privacy. Some employees take their kids with them to their jobs sometimes when they do not have anyone to look after them at home. In such situations, the need of a breastfeeding room becomes essential for female employees. Such practices and steps by companies in favor of employees inject a sense of privacy in employees which is a key factor that improves employee performance. Such practices also make employees feel taken care of by their companies. Some companies even have a separate baby care room for the kids of employees. Some employees do not have parents at home who can take care of their young kids when they are on job. Such employees have no other option than to bring their little kids with them on job. For such parents, presence of a baby care room in office works as a bonus or a real facility for them as they can concentrate on their jobs properly without worrying about their kids. Such practices and facilities for employees result in improved job productivity which consequently results in improving overall organizational performance. 2.11 Flexibility in Giving Leaves Another facility that companies can offer to employees is flexibility in giving leaves. The world has become a global village where employees from different parts of the world having different cultural backgrounds work together in the same company. Companies should show some relaxation in granting exceptional leaves to employees, such as, cultural leaves, parental leaves, career breaks, and wedding leaves (Horwitz 1995). Such approach by companies put a good impact on employees as they start feeling that their companies recognize their problems and take care of their personal needs. Moreover, such demonstration of care by top management of a company results in increasing employee commitment and dedication to their job responsibilities which results in increasing organizational efficiency and performance. 2.12 Workplace Family Room Availability of a family room in the office is another facility that companies can provide to their employees. The need for such rooms is there in almost every company because sometimes relatives, friends, or family members of employees come from distant locations to meet them at their workplace due to some emergency or any other personal reason. In such situations, the need for such facility becomes essential in the office because every person wants some privacy and free environment in dealing with their close relationships in office. In workplace family rooms, employees can deal with their relatives and friends in an informal way. Availability of such places in offices for employees minimizes the disturbance to other employees that can occur when one employee starts talking freely to his/her friends or relatives at the workplace. It also decreases absenteeism and employee turnover because like to work for such companies which take care of their personal needs. Moreover, availability of such rooms and facilities also improves employee morale, job productivity, and job satisfaction levels. 3. Benefits of Flexible Work Practices Flexible workplace arrangements bring a number of benefits for employees, as well as for companies. There is a positive association between employee retention, use of flexible work practices, and firm productivity (Guthrie 2001). According to Mahoney (2010), some of the main benefits/advantages of adopting such practices at the workplace include: - Retention of skilled and competent employees - Lowered recruitment costs due to reduced employee turnover - Improved employee commitment and dedication - Improved employee and organizational performance - Increased market share of the organization due to provision of high quality services to customers - Reduced workplace conflicts and improved privacy - Employees feeding back that their companies take care of their personal needs 4. Conclusion Summing it up, employee satisfaction is essential for improved job performance and organizational productivity. Companies take a number of steps to increase the level of employee satisfaction. Developing a flexible work environment is one of those steps that a company takes to increase employee morale and satisfaction levels. Flexibility is all about providing job relaxation and care to employees. Flexible work practice enables companies as well as individuals to accomplish their goals and objectives, as well as in meeting their needs by making suitable changes to location, time, and way of doing things at the workplace. Managers of companies usually implement a number of flexible workplace arrangements to make employees satisfied with their jobs. Some of the main flexible workplace practices and arrangements include allowing part-time work, variable year and part year employment, flexible working hours, workplace family rooms, facilitating remote working, phased retirement, job sharing, and flexible job hours. All of these practices play a significant role in improving employee productivity and overall organizational performance. 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