Flexible Scheduling
Please note: Lori Strom, Coordinator for the FRC, is happy to meet with employees and managers regarding flexible work arrangements. To schedule a consultation, please email strom@hr.msu.edu.
What is a Flexible Work Arrangement?
Flexible work arrangements can be a useful method to maintain unit service while supporting employees’ personal needs.
Though flexible work arrangements do not work for all employees or all types of jobs, when used appropriately, flexible work arrangements can be a win-win situation for both departments and employees. Studies show that work schedule flexibility can yield many benefits including increased productivity, improved morale, decreased absenteeism and turnover, and improved quality of work.
Flexible work schedules at MSU entail arrangements between supervisors and employees that allow employees to complete their employment duties while working non-traditional schedules.
Flexible Work Arrangements ARE:
- Flexible. They include variations in when, where, and/or how work is done.
- Focused on overall business goals, rather than case-by-case accommodations to individuals
- Planned and predictable
- Structured to emphasize the long-term rather than the short-term
Flexible Work Arrangements ARE NOT:
- An entitlement or reward
- A secret arrangement or special deal
- For every employee or every job
Flexible work arrangements usually do not reduce the actual number of hours worked.
Examples include:
- Non-traditional start and end times (such as working 9 a.m. to 6 p.m., or 7 a.m. to 4 p.m.)
- Extended meal times offset by additional hours worked at the beginning or end of the shift (such as working 7 a.m. to 11 a.m. and 2 p.m. to 6 p.m.)
- Start and end times individualized by day (such as working 9 a.m. to 6 p.m. Monday through Wednesday and 7 a.m. to 4 p.m. Thursday and Friday.) *
- Longer work days with shorter work weeks (Such as working four 10-hour days and having three days off.) *
*Certain unions, including 1585 Service Maintenance, 999 Skilled Trades and 547 Power Plant may prohibit arrangements that entail working more than 8 hours per day unless overtime is provided. Flexible schedule options should never entail overtime. Arrangements which entail working more than 8 hours in a day or more than 40 hours in a week may be impacted by the requirements of certain Union Contracts. For assistance in determining if a specific flexible work arrangement meets the requirements of a particular union contract, consult with MSU Human Resources at 517-353-4330 or 517-353-5510.
Some additional types of flexible work arrangements include:
- Telecommuting – working some hours at home and some hours at work. See the MSU Telecommuting Guide.
- Part-time/Reduced work hours – reducing hours worked from full-time to half- or three-quarter time. It is important to note that reducing hours may affect salary, benefits and accrual rates of vacation, sick and holiday leave. For assistance in determining how a specific flexible work arrangement would impact employee pay and benefits, contact the Benefits Office at 517-353-4434. **
** Administrative Professional, Administrative Professional Supervisors and Clerical Technical employees may be eligible for flexible appointments. Please contact MSU Human Resources at 517-353-3720 for additional assistance.
Employee and Supervisor Roles
Employees considering flexible work arrangements should:
- Think through which flexible schedule options will meet both your needs and the needs of your unit.
- Discuss your interest in a flexible work arrangement with your supervisor/manager.
- Ask for assistance or guidance from Human Resources and or the MSU Family Resource Center.
- Seek advice/suggestions from other individuals who are working a flexible schedule.
- Consider how the arrangement you are considering would impact your work and the work of your colleagues and include their feedback and needs in your considerations.
- Prepare a proposal and schedule time to discuss it with your supervisor.
- Discuss your proposal with your supervisor and work out a mutually agreeable arrangement.
- Make sure you and your supervisor have clarified all details or concerns and hold the same expectations.
- Try out the new schedule as a pilot arrangement. Monitor the success and challenges together, and evaluate the arrangement periodically with your supervisor.
Supervisors considering flexible work arrangements should:
- Consider the potential improvement of business/department needs when assessing flexible schedule proposals from employees.
- Seek input from other employees since a flexible schedule for one employee can impact all team members.
- Consider each proposal on its own merits.
- Seek feedback from colleagues experienced with supporting flexible work options.
- Ask for assistance or guidance from Human Resources.
- Clarify all expectations with the employee before implementing a flexible work schedule and discuss any questions or concerns. Consider adopting the new schedule as a pilot arrangement with a timeline.
- Communicate the new arrangement to other staff in the department and appropriate administrators.
- Monitor the successes and challenges.
- Evaluate the arrangement periodically, and have regular discussions with the employee.
Alternative work arrangements may require some adjustment in management style on the part of supervisors and may also require adjustments in communication to maintain accountability. The following steps can be helpful:
- Develop systems and structures that allow employees to respond to ever-changing work demands, such as having a back-up plan for coverage and communication when unexpected situations arise.
- Communicate explicitly and consistently about standards for accountability, quality and timeliness.
- Create a comfortable environment where employees can share concerns and creative ideas with you.
- Be open to experimenting.
Establishing a Flexible Work Arrangement
After a supervisor and an employee discuss a flexible work arrangement proposal and come to an agreement, the supervisor should summarize the discussion and the decision in a letter to the employee. The memorandum needs to include:
- A detailed description of the schedule the employee will follow
- A description of the work expectations
- A timeframe for the pilot test of the new arrangement
- An indication of when the arrangement will be reviewed and evaluated
- If there is a change of status, for example the employee is no longer working a full time or part time schedule, you need to complete a personnel action notice form.
Considerations for Flexible Scheduling of Support Staff, Word - PDF
Sample Follow-Up Letters from Supervisors to Employees, Word - PDF
Tools to Getting Started, PDF
Flexible Work Arrangement Agreement Sample, PDF