How Can You Make Flexible Working Work for Your Business?

Flexible working is more popular than ever, and it’s easy to see why. When done well, flexible working can boost employee satisfaction, improve productivity, and help your business attract and keep great people. But making flexible working work for your business takes careful planning, good communication, and the right tools.

In this article, you’ll discover clear steps and strategies to make flexible working a success in your business, without creating confusion, extra admin, or gaps in staffing.

What you’ll learn:

• What flexible working means for small businesses
  
• The real benefits — and the risks — of flexible working
  
• Clear strategies to introduce flexible working successfully
  
• Practical advice for managing holidays and absences in flexible teams
  
• How simple tools can save time and reduce headaches
  

What Is Flexible Working?

Flexible working means giving employees more choice over how, when, and where they work. This can include:

• Adjusting start and finish times
  
• Working remotely (full or part-time)
  
• Compressed hours (full-time hours over fewer days)
  
• Job sharing
  
• Part-time roles
  

For many small businesses, flexible working is becoming a key way to recruit, retain, and motivate staff.

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What Are the Benefits and Risks of Flexible Working?

Flexible working offers multiple benefits for your business:

• Attract better candidates – flexibility is a top priority for many jobseekers (CIPD, Flexible and Hybrid Working Practices, 2023)
• Retain staff – helping employees balance work and life keeps them loyal because it shows that the business values their wellbeing, not just their output. When people feel trusted to manage their time and supported in balancing their personal and professional responsibilities, they are more likely to stay with an employer long term rather than looking for a role elsewhere that offers better flexibility.
• Increase productivity – many people are more focused when working flexibly because they can work during their most productive hours, avoid commuting stress, and create a working environment that suits them.
• Reduce absenteeism – flexible schedules can lower sickness and lateness by helping employees better manage their health, avoid burnout, and deal with personal responsibilities without needing unplanned time off. When people have more control over their working hours, they are less likely to call in sick due to stress or struggle with commuting issues that cause lateness.

Research, including findings from the CIPD’s Flexible Working: Lessons from the Pandemic report, shows that flexible working can help businesses improve employee retention, boost productivity, and reduce absenteeism.

However, it’s not without risks. Without clear planning, flexible working can cause:

• Poor communication between teams
  
• Unbalanced workloads
  
• Confusion over holidays and cover
  

That’s why it’s crucial to manage flexible working strategically.

Is Flexible Working Possible for Every Role?

While flexible working brings many benefits, it’s important to recognise that it may not suit every role.
Some positions — particularly those that require fixed hours, physical presence, or real-time team collaboration — may offer less flexibility.

For example, customer-facing roles, manufacturing, or jobs tied to specific service hours might need more structured working patterns.

That doesn’t mean your business can’t offer any flexibility. It’s about finding the balance: offering flexibility where possible while being clear and honest with employees about the limits.

A fair, consistent approach builds trust and helps set realistic expectations from the start.

How Can You Introduce Flexible Working Successfully?

Here’s a simple, step-by-step approach you can use:

1. Create a Clear Flexible Working Policy

✅ Set out:

• Who can request flexible working
  
• The process for making and reviewing requests
  
• Expectations around communication, availability, and performance
  
• Use tools like The Holiday Tracker to simplify requests: Employees can submit working from home requests directly, making it easier for managers to track and approve.

➡️ Tip: Keep it simple: no jargon needed. One page is often enough. The Holiday Tracker can help you keep requests and approvals organised, allowing you to easily manage flexible arrangements alongside holidays and absences.

➡️ Tip: Keep it simple: no jargon needed. One page is often enough.

2. Agree Specific Working Arrangements in Writing

✅ For each employee:

• Confirm agreed hours, working location, and expectations in writing
  
• Review after 3 months to check it’s working for both sides
  

➡️ Tip: A simple letter or email confirmation is enough for most small businesses.

3. Focus on Outputs, Not Hours

✅ Measure success by what employees achieve, not by the exact hours they work.

• Set clear goals and deadlines
  
• Review performance regularly (monthly or quarterly)
  

➡️ Tip: Make sure managers are trained to lead based on results, not “visibility.”

4. Use the Right Tools to Stay Organised

✅ To keep flexible working simple:

• Use shared calendars for availability
  
• Track holidays and sickness absence clearly
  
• Keep communication open with regular check-ins (weekly team meetings, 1:1s)
  

➡️ Tip: Tools like The Holiday Tracker make it easy to manage holiday requests, see who’s off, and spot staffing gaps early.

5. Plan for Cover and Overlaps

✅ Build schedules that ensure:

• Enough staff are available at all times
  
• Key handovers are clear between part-time and flexible workers
  
• Holidays are planned with cover in mind
  

➡️ Tip: Always check team absence calendars before approving holidays — especially in small teams.

6. Review and Improve Regularly

✅ Every 6–12 months:

• Ask employees and managers what’s working (and what’s not)
  
• Adjust arrangements if needed
  
• Keep the policy flexible enough to evolve
  

➡️ Tip: Treat flexible working like any other business process — improve it over time, not just at the start.

How to Manage Holidays and Absences in a Flexible Team

Flexible working can make holiday and sickness management more complicated — but it doesn’t have to be.

Key steps:

• Use a central tracker where everyone logs holidays, sick days, and other absences
  
• Encourage early holiday requests to avoid clashing dates
  
• Check absence patterns (e.g., frequent sick days after long weekends)
  
• Make sure part-time employees’ holidays are calculated correctly
  

Using a tool like The Holiday Tracker can make this much easier.  You’ll have a clear view of who’s off when without relying on spreadsheets or endless emails.

FAQs

Q: How can I introduce flexible working without losing control?
Start with a clear policy and agreed arrangements. Communicate expectations clearly. Use good systems to track holidays, sick leave, and availability.

Q: What if flexible working doesn’t suit every role?
That’s fine. Some roles might not be flexible but offer flexibility where possible. Always be clear with staff about what’s practical and why.

Q: How can I keep communication strong with flexible workers?
Use regular team meetings, quick daily or weekly check-ins, and simple tools like shared calendars or messaging apps.

Final Thoughts

Flexible working can help your business thrive, but only if you put the right structures and tools in place.  Clear communication, simple policies, and smart holiday tracking will help you enjoy the benefits of a flexible workforce without adding stress or confusion.

If you’re ready to make flexible working easier, The Holiday Tracker is here to help — with quick setup, no spreadsheets, and full visibility over holidays and absences.👉 Start your free 7-day trial today here!