Implementing a flexible working project 

This is the third in our series of Flexibility articles on how to implement a successful flexible working project.

In this article we expand the areas of activity set out in the diagram in the first article into a number of key themes.  Each of these themes are then identified with a particular set of aims and benefits.

The main components of a typical flexible working project are summarised in the following sections, structured around a number of key themes.  These themes can form the basis for interdisciplinary working groups, set up to examine the potential for new ways of working and to make recommendations.

Contents:

• Share facilities, resources and information

• Work more flexibly

• Get the most out of technology

• Streamline processes and reduce paper dependence

• Create a flexible modern office environment

• Enable and support working away from the office

• Equip the workforce for the future

Share facilities, resources and information:

Aims:

• Move from a personalised approach to workspace, support services and filing to a group or team approach

Benefits:

• Better space utilisation (i.e. less space required overall)

• Less paper storage - enables location-independence

• Streamlined access to information

• Reduced vulnerability to loss or abuse of information.

Work more flexibly:

Aims:

• Work wherever and whenever is most effective to get the job done

• Reduce the conflicts for staff between work and home

Benefits:

• Improved personal productivity and effectiveness

• Deliver services where and when they are most needed

• Greater flexibility in resource planning and management - improved staff utilisation

• Attract, motivate and retain the best people

Get the most out of technology:

Aims:

• Exploit to the full the organisation's technology infrastructure (up-to-date workstations, intranet, integrated messaging, location-independent telephony, remote IT access, etc.)

Benefits:

• Paper-free processes and distributed team-working

• Better internal and external communications, including electronic service delivery

• Improved efficiency and effectiveness from location-independent working.

Streamline processes and reduce paper dependence:

Aims:

• Streamline operations through more effective information and communications management and systems

Benefits:

• Staff can concentrate on front-line work rather than administration

• Quality and efficiency are improved as information is shared

• Reduced paper dependence enables mobility and location-independence.

Create a flexible modern office environment:

Aims:

• Improve utilisation of office space

• Create an environment that is conducive to efficient and effective working

Benefits:

• Lower property and associated facility costs

• Improved efficiency, personal productivity, team-working, etc.

Enable and support working away from the office:

Aims:

• Enable staff to be able to work wherever is best to get the job done - Main office, other office, home, on-site, whilst travelling, etc.

Benefits:

• Reduced demand for office space

• Reduced travel - commuting and in-business

• More time "on the job"

• Improved staff flexibility

• Better balance between home and work life.

Equip the workforce for the future:

Aims:

• Ensure managers and staff are fully aware of and able to use the new infrastructure, processes, working environments and practices

Benefits:

• Efficiency, productivity, fewer errors, etc.

• Improved staff motivation and retention.