8. Flexible Work - Balance Business Needs & Employee Expectations.

Practical ways to implement flexibility without losing efficiency.

Imagine this -  One of your top employees approaches you with a request—they need more flexibility in their working hours to manage childcare responsibilities. You value them and don’t want to lose them, but you’re worried about how it will impact productivity, customer service, and fairness to the rest of the team.

At the same time, you’re aware that more and more employees—especially younger generations—expect flexible work options. You’ve seen big companies offer remote work, hybrid schedules, and flexible hours, but as an SME, you wonder -

• Will it work for my business?

• How do I manage a flexible workforce without losing efficiency?

• What if other employees start demanding the same thing?

For many SME owners in New Zealand, flexible work arrangements feel like a double-edged sword—necessary for attracting and retaining great employees, but challenging to implement without disrupting the business.

However, the reality is that flexible work is no longer just a perk—it’s an expectation. In New Zealand, the Employment Relations (Flexible Working Arrangements) Amendment Act 2007 gives employees the legal right to request flexible work, and businesses that fail to adapt risk losing talent to more progressive employers.

The good news? With the right approach, SMEs can offer flexibility in a way that benefits both employees and the business.

The Solution – A Smart and Structured Approach to Flexibility

Flexible working doesn’t have to mean reduced productivity or chaos. With clear policies, communication, and the right technology, SMEs can make flexibility work in a way that supports both employees and business goals.

Here’s how to do it right -

1. Understand the Different Types of Flexible Work

Not all flexibility looks the same. Common types of flexible work arrangements include -

• Flexible hours – Employees adjust their start and finish times.

• Remote work (Work from Home – WFH) – Employees work from home for some or all of the week.

• Compressed workweeks – Employees work longer hours over fewer days (e.g., four 10-hour days instead of five 8-hour days).

• Job sharing – Two employees share the responsibilities of one full-time role.

Not every role is suited to full remote work, but almost every SME can incorporate some level of flexibility.

2. Set Clear Guidelines and Expectations

One of the biggest mistakes SMEs make is introducing flexible work without clear rules. This can lead to inconsistencies, confusion, and resentment among employees.

Before implementing flexible work, define -

• Who is eligible? (Is it available to all roles or only certain ones?)

• How will productivity be measured? (Focus on output rather than time spent at a desk.)

• What are the expectations for availability? (For example, employees working remotely may still need to attend key meetings in person.)

• How will communication be managed? (Establish guidelines for using email, phone, or collaboration tools like Slack or Zoom.)

A formal flexible work policy can help prevent misunderstandings and ensure consistency across the business.

3. Trial It Before Committing Fully

Rather than making an immediate, company-wide change, start with a trial period.

• Select a small group of employees to test flexible arrangements.

• Set a clear review period (e.g., three months) to assess how well it’s working.

• Collect feedback from both employees and managers.

• Adjust the policy as needed before rolling it out to the whole business.

A trial period allows you to fine-tune the approach and address any issues before fully committing.

4. Use Technology to Stay Connected

One of the biggest concerns with flexible work is maintaining communication and teamwork. Fortunately, technology makes it easier than ever to stay connected -

• Cloud-based tools (e.g., Google Drive, Dropbox) allow employees to access work from anywhere.

• Project management software (e.g., Asana, Trello) helps teams stay organised.

• Communication platforms (e.g., Zoom, Microsoft Teams) ensure meetings and discussions still happen in real-time.

By leveraging technology, SMEs can maintain collaboration, productivity, and accountability—no matter where employees are working from.

5. Keep a Balance Between Flexibility and Business Needs

While flexibility is valuable, it shouldn’t compromise customer service, productivity, or team dynamics.

Some ways to maintain balance include -

• Core working hours – Setting times when all employees must be available, even if their start and finish times differ.

• Rotational remote work – Instead of allowing everyone to work remotely all the time, create a rotating schedule.

• Fairness and consistency – Ensure flexibility is available to all employees where possible, to avoid resentment.

By structuring flexible work carefully, SMEs can enjoy the benefits without sacrificing efficiency or teamwork.

Reflective Scenario – What Would You Do?

One of your team members, a valued employee, asks if they can work from home two days a week to help with childcare. You’re concerned about setting a precedent and maintaining team collaboration.

Using the strategies above, you might -

• Discuss expectations clearly – Ensure they understand productivity requirements and communication expectations.

• Start with a trial period – Test how well the arrangement works before making it permanent.

• Use technology to stay connected – Ensure they remain engaged with the team through regular check-ins.

By taking a structured and fair approach, you can offer flexibility in a way that works for both the employee and your business.

Golden Nugget - "Flexibility isn’t about working less—it’s about working smarter."

When implemented effectively, flexible work arrangements boost productivity, attract great employees, and improve retention. For SMEs, adapting to the future of work isn’t just an option—it’s a competitive advantage.