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Flex time: the role of IT teams

Published:

June 7, 2023

Updated:

December 8, 2023

Flex time is a great way to empower employees to set their working hours within certain limits, leading to higher job satisfaction and productivity. However, its implementation can present unique challenges for IT teams, who play a critical role in ensuring its success. 

One of IT's primary responsibilities is establishing and maintaining a strong technological infrastructure. This includes implementing flexible scheduling software or platforms to coordinate employee schedules and enable smooth communication and collaboration. Additionally, IT must ensure remote access and connectivity options are in place. This allows team members to work effectively from different locations and times. 

IT is also responsible for safeguarding data security and privacy within the flex time framework. They must create and enforce comprehensive security protocols to protect sensitive information, especially when employees work remotely. 

Furthermore, IT teams must provide technical support and training to employees, helping them adapt to the technological tools and systems used in the flex time arrangement. This article covers all these aspects to give you a better understanding of the crucial role of IT in the implementation of flexible working hours.

What is flex time?

Definition of flex time

Flex time is a work arrangement that allows employees to choose their working hours within set limits. There are different types of flex time, but one of the most popular options lets employees select their preferred start and end times as long as they complete a specific amount of work each day or week. 

This flexibility allows employees to customize their schedules to suit their needs better. For example, an employee could decide to start work at 7 am, finish at 4 pm, or at 9 am, and end at 6 pm, depending on their situation.

Examples of flex time models

Here are some of the different types of flex time commonly implemented in organizations:

  1. Core hours: This type of flex time requires employees to be present during certain designated hours, known as core hours, while allowing flexibility in choosing the start and end times outside these core hours. For example, employees may be required to work from 10 am to 4 pm but have the flexibility to determine their start time between 7 am and 10 am and end time between 4 pm and 7 pm.
  1. Compressed workweek: Employees work full-time hours over fewer days per week in a compressed workweek arrangement. Typically, this involves working four longer days instead of five standard days. For instance, employees might work ten hours a day for four days instead of eight hours a day for five days.
  1. Flex time with set limits: This arrangement allows employees to choose their start and end times within predetermined limits. For example, employees may have to work between 7 am and 10 am as their start time and between 4 pm and 7 pm as their end time. They can select their preferred schedule within these limits if they complete the required hours.
  1. Staggered hours: In a staggered hours arrangement, employees have different start and end times, creating overlapping work hours to ensure daily coverage. This type of flex time can benefit businesses requiring extended service hours or when teams need to collaborate across different time zones.
  1. Flex time with accumulation: This type of flex time allows employees to accumulate additional hours worked to take time off in the future. For example, if an employee works extra hours during a particular week, they may be allowed to take those additional hours as paid time off or flex days later.
  1. Remote work flexibility: Remote work has become increasingly popular, especially recently. This arrangement allows employees to work from locations outside the traditional office environment, such as their homes or co-working spaces. Remote work flexibility allows employees to choose their working hours while eliminating the need for commuting.

👋 Do you want to learn more about the other types of flexible work arrangements? Check out our article about examples of flexibility at work!

Woman working on laptop
Woman engaging in flexible working

Benefits and downside of allowing flexible working hours

There are many benefits to flex time, including:

  • Increased employee satisfaction: Employees who have flex time often report being more satisfied with their jobs. This is because flex time can help them to balance their work and personal lives better.
  • Improved productivity: Studies have shown that flex time can lead to improved productivity. Employees are more productive when they work during their peak hours, which helps them stay focused on their tasks.
  • Reduced absenteeism and turnover: Flex time can help to reduce absenteeism and turnover. This is because employees who are happy with their work-life balance are less likely to take time off or leave their jobs.

However, there are also some downsides to flex time, including:

  • Communication challenges: flex time can make it more difficult for employees to communicate with each other as they may be working different hours.
  • Increased IT costs: flex time can increase IT costs. Organizations may need to invest in new technology to support flex time, such as time-tracking and video conferencing tools.
  • Security concerns: flex time can raise security concerns. This is because employees may be working from home or other remote locations. Therefore they have a different level of security than they do in the office.

Which are the must-have digital tools to support a model with flexible working hours?

Appropriate communication platforms

With the rise of advanced technology, effective team communication and collaboration can occur regardless of physical distance. Establishing and maintaining good company and team meeting practices is crucial, especially in flexible workplace arrangements. To achieve this, various platforms like Skype, Microsoft Teams, Google Hangouts, and Slack are available to facilitate seamless and efficient remote work communication among team members.

Instant messaging has also become a widely used means of communication, with apps like WhatsApp, Facebook Messenger, and WeChat boasting large user bases. These apps enhance team connectivity and productivity by providing fast and easy communication channels. Moreover, SMS notifications integrated with workplace sign-in software help keep employees up-to-date on visitor arrivals or deliveries. This ensures that the team remains well-informed and engaged.

Modern technology has allowed teams to communicate and collaborate effectively, regardless of distance. Regular video conference meetings, various communication platforms, and instant messaging apps are essential for maintaining team culture and ensuring visual contact.

💡 Is your digital workplace future-proof? Discover more about hybrid workplace technology!

co-workers working together
Hybrid team working together

Efficient flexible work management system

deskbird is a top-notch and effective system that manages flexible work, revolutionizing how employees plan their schedules. With its user-friendly interface and robust features, team members can easily show their availability and view their colleagues' schedules, which fosters better collaboration. 

The deskbird app helps employees optimize work hours, improve productivity, and avoid scheduling conflicts. With real-time updates and notifications, the platform ensures efficient coordination among team members, resulting in streamlined workflows and increased efficiency. We are committed to enhancing workplace collaboration and empowering employees,. This makes deskbird an essential tool for any organization that wants to maximize productivity and encourage a flexible work environment.

Cloud-based project management software

Distributed teams need to be able to collaborate effectively when spread across multiple locations and time zones. Cloud-based tools allow employees to work on projects together even when not physically present. Platforms like Notion provide all team members access to the same documents and information without emailing or messaging another person. It removes the extra step of having to send a message and wait for a reply to make progress on a task. This is extremely important in flexible work environments as not everyone works simultaneously, so these platforms help remove wait time.

Additionally, cloud-based project management software like the Google Suite updates documents and spreadsheets automatically in real time for everyone with access. This allows different employees to work on one project at the same time as if they were in the same room. Such platforms make work more efficient and synchronous.

How do IT teams play a part in making flex time work?

Ensure cybersecurity

Data leaks and misuse are becoming increasingly common as our work becomes more digital. And they are likely to cost businesses trillions of dollars, making cybersecurity a top priority. IT teams need to mitigate these risks to retain customers and build trust. It is also important to mirror the updates to data regulation. 

Flexible work creates an even greater risk as employees use personal or public Wi-Fi and don’t have a properly encrypted VPN (Virtual Private Network), and they use their own devices to access business information. 

There are a number of ways to improve cybersecurity, such as Security Awareness Training platforms. 

➡️ Read our article about cybersecurity risk management to learn more.

Person looking at code on laptop
IT professional managing cybersecurity

Digitalize the workplace to make data accessible at any time and from anywhere

Going hybrid means centralizing technology in many aspects of work, including data accessibility and collaboration. In order to collaborate effectively in remote environments, digitizing your workplace is crucial for a number of reasons. 

First, everyone on the team should be able to access documents from anywhere, such as using the cloud-based project management software we mentioned earlier. Second, such systems greatly improve efficiency by facilitating collaboration and automating processes that would otherwise be done manually. 

A great example of digitizing your workplace is going paperless, which is sustainable and helps reduce overall costs. You can transfer all documents and data online into one cloud-based system. Or, you can implement e-signature technology and time and attendance software to digitalize and automate repetitive tasks.

Manage the proper functioning of the tools directly or indirectly enhancing flex time

The right digital resources are crucial for fully benefiting from flexible models. As flex time suggests, different employees might be working at different times. Therefore, seamless communication between teams is key to keeping everyone on track. This can occur through platforms that mimic asynchronous communication, like Slack, or automated, flexible work platforms like deskbird. With such a tool, team members do not need to separately communicate to each person when they will be in the office, that information is on the platform. This also helps efficiently organize the workplace to match the needs of those coming in that day. 

Software like deskbird also have high security, helping keep the digital and physical workplace safe. On the digital side, it has one of the highest encryption standards in the industry. And on the physical side, it has secure check-in for employees if the company requires that.

Improve team productivity and efficiency thanks to adequate online technology

Offering flexible work hours allows IT team members to align their schedules with peak performance times, leading to increased focus and engagement. This also promotes a better work-life balance, reducing workplace burnout and increasing job satisfaction. Technology can help achieve this flexibility, providing tools like cloud-based project management software for seamless collaboration, real-time communication, task delegation, and progress tracking. By combining flexible work hours and online technology, IT teams can work independently, spend less time on administrative tasks, and optimize project delivery. Ultimately, this creates a more agile and productive environment for IT teams.

Flexible working hours provide employees with a whole new level of autonomy: choosing when they work, whether working a four-day work week or only requiring certain core hours, and giving flexibility for the rest of the day. Employees have increased work-life balance and satisfaction with the ability to work when they want. This directly translates into being more productive. But such models would not be possible without the right technology and the digital revolution that has made it possible to optimize and automate certain processes. Communication platforms, flexible work management systems, and cloud-based project management software drive the success of flex time. With the help of IT teams, employees can experience such freedom and flexibility every workday. 

Are you looking to implement flex time and manage your workplace effectively? Try out deskbird for free today!

Graziella

Marketing

Flex time: the role of IT teams