Negotiating Flexible Work Arrangements

• When meeting to discuss the flexible work proposal ensure that you and the staff member have an understanding of the University’s flexible work options, leave entitlements and are aware of common misconceptions about work-life balance.
• Consider whether the proposal meets the requirements of the work unit. Factors to consider include:
  • whether the essential requirements of the position can be effectively carried under the proposed arrangement
  • possibilities for changing existing arrangements
  • possibilities of delegating some tasks
  • the views and needs of other staff in the work area
  • the organisational benefits of utilising flexible work options.
• Become familiar with relevant University policies and seek assistance from Human Resources.
• Speak with other Managers who have staff utilising the flexible work options.
• If the proposal cannot be reasonably accommodated consider alternative flexible work options and leave entitlements.
• Consider whether the grounds upon which you have rejected the proposal are fair and objective.
• Prior to making the agreement, discuss the arrangement openly and honestly with other staff that may be affected by the work arrangement.
• Clarify details about the arrangement with the proposing staff member. For example:
  • a time frame for the arrangement
  • hours, days, starting and finishing times
  • duties and responsibilities
  • conditions and entitlements
  • communication systems between the staff member, Manager and other staff members
  • monitoring and performance evaluation.

Finalising the Arrangement

• Managers should discuss the proposed arrangement with Human Resources prior to agreeing with the proposal.
• Human Resources are responsible for notifying the proposing staff member.
• Human Resources must remain up-to-date on flexible work arrangements to ensure the employee is paid correctly.
• The staff member and Manager need to review the arrangement regularly and adjust as required.

Checklist for Managers

Are you aware of the benefits in assisting staff to manage their work-life balance issues?
Are you aware of the common misconceptions about work-life balance?
Are you aware of the University’s flexible work arrangements, leave entitlements and associated policies?
Do you encourage and support flexible working arrangements?
Do you encourage open communication with employees so they feel able to approach you to discuss work-life balance matters?
When new positions are designed or existing positions restructured, do you discuss part-time work, job sharing or home based work with the work team?
Do you work out details of proposed flexible work arrangements with the staff member in question?
Are other staff members aware of changes to work arrangements? Informing other staff members of changes to work arrangements ensures support for the changes and provides the opportunity for discussion about any potential problems with the arrangement.
Have you consulted with Human Resources prior to finalising the flexible work agreement?