Managing a flexible workforce

A flexible workforce means a business can employ the right people to be in the right place at the right time, even flexing up or down as the business demands. And what’s in it for the employees? They get to choose shifts and rosters to suit their own personal situation better, leading to a deeply engaged and connected workforce.  

With people working different hours across different days – not to mention across different awards – how does a business manage a flexible workforce?

What do we mean by flexible working? 

Some examples of flexible working include: 

• Working from home / remote working 
• Hybrid – some days at home, some days in the office 
• Job sharing 
• Part-time 
• Compressed hours – full-time hours on fewer days 
• Casual 
• Seasonal 
• Flexitime – core hours with the capacity to flex up or down as needed 
• Freelance/gig economy 

A flexible workforce benefits the employee and the business   

The beauty of the modern, flexible workforce is there are major benefits and advantages for both the business and the employee. Before the advent of digital technology and the internet, it’s fair to say most benefits skewed towards the business. But not anymore.  

Smart business owners now understand the relationship between a connected workforce and employee retention. This means they actively work with their HR (Human Resources) teams to give people want they want, including flexible working hours and access to all the work information they need via flexible workforce management software, such as Access Definitiv.  

Advantages for the employee 

• Choice – choosing days, rosters and shifts to suit their own personal situation 
• Actively work towards a genuine work/life balance 
• Flexible work location – work from home, an office or even away from home 
• Mental health and wellness – working the hours and in the location best for the employee fosters positive mental health and autonomy  

Benefits for the business 

• Retention – the connection between engaged employees and retention is clear 
• Positive work culture – happy, engaged people will fuel a positive culture, which has been shown to add to your business's bottom line.  
• Productivity – less time commuting or stressing about the work/life juggle, along with wanting to continue enjoying the benefits of a flexible working arrangement, can both see an uptick in productivity 
• Future-proofing the business – with more people wanting flexible working arrangements, you have a better chance of attracting top talent 

Source: WGEA - data explorer 

Benefits for everyone 

One of the best outcomes of the move towards a flexible workforce must be the benefits to both the business and the employee.  

• Engagement – engaged employees are less likely to leave and disengaged employees cost the global economy US$7.8 trillion (AUD$11.2 trillion) every year 
• Inclusivity – flexibility opens the door for those who may otherwise be overlooked or not apply for jobs within the business, especially women and people with disabilities  
• Reduced costs – less money spent on daily commuting is great for the employee and the environment. A business can save on renting office and parking spaces 
• Attracting talent – the best people want to work for the best businesses 

Is flexible work here to stay? 

With 78% of Australian businesses in the private sector now offering flexible working, it’s clear, that flexible work is here to stay, and businesses, HR teams, managers, and leaders all need to adapt. And with the sheer scope of working arrangements available across any one business or industry, an equally flexible, cloud-based payroll and workforce management (WFM) system must be employed.  

Challenges to making flexibility work  

The benefits of a flexible workforce for both businesses and employees are evident. But how to manage everything for everyone, and all at the same time? Rostering, compliance, timesheets, annual leave, award, and penalty rates. The list goes on.  

How do you manage time and attendance, the rostering of casual, part-time or sub-contractors? Not to mention, annualised salary rules mean you must keep time management records. 

As an employer, it’s up to you to put into place an optimal Workforce Management (WFM) system. It must be fair for everyone because while we’re surrounded by technology, not all people are tech-savvy.  

The key is to keep communication channels open and implement a system that works for the business and the employees. You could use a range of different applications and software, but are they user-friendly and, most importantly, will they all integrate and play nicely with one another?  

How technology can support a flexible workforce  

What is workforce management, or WFM? WFM involves the processes and procedures aligning staffing resources as efficiently as possible across the whole business. The aim is to maximise employee productivity by ensuring the right employees with the right skills are at the right place at the right time.  

Additionally, understanding the health of your organisation so you can make critical business decisions means you need meaningful data. From tracking simple transactional reports to analysing productivity in real-time, you need software that can handle it all.  

The solution is simple – a single platform, cloud-based payroll and workforce management software. 

Access Definitiv is a platform that will transform the way you manage and connect with your people. Wherever your people are working – in the office, on-site or even overseas – they’ll have access to your business’s WFM system anywhere there’s an internet connection. And most importantly, on their preferred device, whether that’s a desktop computer, laptop, smartphone, or tablet. Access Definitiv is easy to set up and gives your people the answers they need and the information they want within moments.  

Book a Definitiv demo, or download The Connected Workforce eBook today and learn just how easy it can be to keep your flexible workforce engaged and connected.