Process and templates

Process for the employer

1. Set out the aims of the flexible working policy, including:
• ensuring that there is an accessible and fair process for applying for and considering alternate working patterns
• supporting individuals to develop their full professional potential, regardless of working pattern
2. Provide individuals with an impact assessment form to support them to consider and understanding their own working needs and any constraints, as well as understanding the impact of arrangements upon your business: their clients, colleagues and line manager. It is intended that the impact assessment is purely for individual use and reflection and should not form part of the application.
3. Provide the following information for each form of flexible working to be considered:
• a clear definition
• implications for salary, benefits and award or incentive arrangements (ie calculation of holiday, bonus etc
• overtime arrangements (if appropriate)
• any additional flexibility required by the role
4. Provide a comprehensive 'frequently asked questions' sections to preempt any queries individuals may have prior to their application.
5. Have a preliminary meeting with the individual and their line manager/partner to discuss how this arrangement would work and with a member of HR (where appropriate).
6. Consider and clarify the remuneration implications (determined by each employer).
7. Consider and clarify if there are any performance requirements for eligibility to work flexibly. How will this be decided?
8. Consider the performance review implications (as determined by each employer).
9. Encourage individuals to consider and discuss with their partner any possible impacts of working flexibly upon their career development, ie the ability to pursue extracurricular work for example business development events.
10. Provide a trial period in which to regularly review the arrangement - ideally at least six months to enable any problems to be ironed out.
11. Clarify any changes in role or responsibilities or workload adjustments to reflect altered working hours.
12. Provide a flexible working request form for completion, ensure that this enables individuals to consider thoroughly the implications of delivering their current role in the context of altered working patterns, with particular consideration minimising impact on:
• clients
• colleagues
• performance
• delivery deadlines
13. Submission of form to their line manager/partner.
14. Arrange a meeting to discuss the application decision between the line manager and individual (and HR).
15. Where requests are agreed, ensure that timescales are agreed, along with practical considerations for starting the arrangement, as well as appropriate review periods and performance appraisals.
16. Provide clear process for individuals to appeal any decisions made.

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Process for the individual

1. Complete an impact assessment: understanding your own working needs and any constraints, as well as understanding the impact of arrangements upon your clients, colleagues and line manager. It is intended that the impact assessment is purely for individual use and reflection and should not form part of the application.
2. Have a preliminary meeting with your line manager/partner to discuss how this arrangement would work with your line manager and a member of HR (where appropriate).
3. Consider the remuneration implications (determined by each employer).
4. Are there any performance requirements for eligibility to work flexibly? How will this be decided?
5. Consider the performance review implications (as determined by each employer).
6. Consider and discuss with your partner any possible impacts of working flexibly upon your career development, ie the ability to pursue extracurricular work such as business development events.
7. Provide a trial period in which to regularly review the arrangement (ideally at least six months to enable any problems to be ironed out).
8. Clarify any changes in role or responsibilities or workload adjustments to reflect altered working hours.
9. Complete a flexible working request form, ensuring that you have considered thoroughly the implications of delivering your current role in the context of altered working patterns, with particular consideration minimising impact on:
• clients
• colleagues
• performance
• delivery deadlines
10. Submit to your line manager or partner.
11. Arrange a meeting to discuss the application decision with your line manager (and HR).
12. Where requests are agreed, discuss timescales and practical considerations for starting the arrangement, as well as appropriate review periods and performance appraisals.
13. Provide clear process for individuals to appeal any decisions made.
14. For each form of flexible working to be considered, ie job share, provide:
• a clear definition
• implications for salary, benefits and award or incentive arrangements (ie calculation of holiday, bonus etc)
• overtime arrangements (if appropriate)
• any additional flexibility required by the role