Establishing flexible work arrangements

You may decide to proactively offer flexible work arrangements to all employees, or consider flexibility by request. It is a good idea to have systems and documentation, such as a flexible work policy, in place to outline how you will implement flexible work in your business.

There are many benefits of flexible work for both the employer and employee, and it is considered best practice to offer some type of flexibility to all employees, regardless of their legal right to request flexible arrangements.

Legal obligations regarding flexible working arrangements

Some employees may be eligible to request flexible working arrangements under the National Employment Standards (NES). Read more about your obligations regarding flexible working arrangements under NES.

Employees covered by an award also have some extra rights when asking for flexible working arrangements. Before you refuse a request for flexible work, check the award or agreement that covers your business.

Flexible work policy

A flexible work policy is a document that sets out the details of how you use flexible work in your business.

Why should you use a flexible work policy?

To show your support

Having a flexible work policy shows that you support flexibility in your workplace. This can help you attract new employees and retain your existing skilled workforce, as it demonstrates that you are a supportive and progressive employer.

To detail the application process

A flexible work policy ensures employees know how to apply and what would be expected of them. It helps them understand and follow correct procedures to ensure their requests are complete with all required documentation.

To explain decision making

A flexible work policy outlines the specific steps and considerations for how applications will be assessed in your workplace. This ensures a consistent, fair and predictable process with fair outcomes for each employee and the team.

What to include in a flexible work policy

A flexible work policy should outline:

  • what a flexible working arrangement is, including types and options
  • who can apply, and when
  • the obligations of the employer and the employee
  • how to apply, including where to access the application form
  • how the employee will be informed of the decision
  • requirements for documentation, management and review.

Flexible work requests

When an employee wants to request a flexible working arrangement, their application should be in writing and explain the details of flexible working arrangement they want, the time frame being applied for, why they are seeking the arrangement, and any potential issues they have identified.

You can use our working-from-home application template (see below) as a guide.

Thumbnail of WFH application Word document form

Working-from-home application template

Once viewed as an occasional workplace perk, working-from-home (WFH) arrangements have now become the norm for many businesses and employees. Learn more about remote working.

If you think this flexible work option could work for your business, use our application to work from home form to help you get started. You can adapt this to your business needs and branding, as well as other types of flexible work arrangements.

Responding to a flexible work request

When assessing and responding to applications, you will need to:

  • balance staff needs with business needs
  • be fair and consistent – an open and transparent process is especially important if you're dealing with multiple applications
  • get the support of business owners, management, and other employees
  • respond to the request within the required time frames.

Refer to your flexible work policy, if you have one; it should guide you to assess and respond to applications.

Read more about responding to a request for flexible working arrangements.

Checklist: Starting a flexible work arrangement

  1. Before a flexible work arrangement commences, make sure you have:
    • the necessary documentation (e.g. health and safety checks if working from home)
    • a record of any conditions of the arrangement, including start and finish dates.
  2. Clearly outline the terms and conditions of the arrangement:
    • set clear guidelines and expectations
    • set up a work schedule outlining the days and hours of work
    • define expected work outcomes.
  3. Implement new workplace practices, where required. For example, ask employees to:
    • include their office hours in email signatures
    • use an out-of-office email notification that explains when the employee will be back and who can be contacted in the meantime
    • transfer phones to a mobile phone, a landline at an alternative work location (if telecommuting), or a colleague who has agreed to take phone calls
    • ensure any shared documentation (paper or electronic) is filed correctly so that other employees can access it when required
    • communicate work hours with key clients and discuss any delays this may cause.
  4. Plan and schedule a review of the arrangement.

Support to implement flexibility – resources and training

If you would like to offer flexible working arrangements but aren't sure how to make it work in your business, there are plenty of resources to help you improve your knowledge and skills:

Training: Flexible work arrangements

The Flexible work arrangements micro-credential provides small businesses with information and solutions to enable a flexible workplace beyond working-from-home options. It addresses the feasibility of compressed or condensed hours, job sharing, leave arrangements, and flexible shift opportunities to meet the needs of an evolving world.

Topics covered

  • Flexible workplace
  • Flexibility opportunities
  • Implementing flexibility
  • Legal considerations and support

This course was developed as part of the Back to Work program. There are a range of short courses available to support small business employers to create diverse and inclusive workplaces.

Also consider...

  • Last reviewed: 13 Jun 2024
  • Last updated: 13 Aug 2024