Flex Work Toolkit

Flexible work keeps us competitive and producing in a changing world.

UC Davis prioritizes Flexible Work Arrangements where appropriate. This is a new landscape which requires not only a new mindset, but accompanying new techniques and skills. Many managers and supervisors have not had the formal training on the methods, best practices and resources available to manage and optimize FWAs. We have broken down some of these skills and techniques into topical booklets and specific video presentations from Gartner

A Leader's Guide to Developing a Flexible Work Strategy

  • Shift your mindset of "work is a where (and when)" to "work is a what."
  • "Where" is now a strategy on the best place to do tasks
  • "When" is now a strategy of optimizing individual productivity times
  • Develop an action plan after consulting the preferences and needs of your team members
  • Ensure open communication and dialogue
  • Establish clear expectations
  • Actively offer support to your team
  • Be kind to yourself, change creates anxiety in humans
  • Be flexible and adjust as needed...flex work should itself be flexible.

UC Davis Strategizing Remote Work Toolkit: 

Identify the topic you would like to explore further

General Manager Resources for Flexible Work

 

Read timely articles and research from across the world

Gartner Resources: Managing Remote Employees Toolkit

Quick Tips and Tools for Managing Remote Workers

Communicate Well

  • Establish communication methods and expectations.  Avoid "raising the bar" on frequency or response time...concentration is quickly lost if emails are always "on." 
  • Schedule regular team meetings and individual check-ins. Establish and communicate expectations/norms of different forms of communication
  • Avoid having partial zoom/partial in-person meetings as they are not as effective and may not support equity.  Best policy is all-zoom or all-in person.

Establish Clear Expectations

  • Establish core hours where everyone is available and allows for meetings and collaboration.  Be flexible with hours outside of core hours.
  • Be flexible, but require a written schedule of hours, at least on a weekly basis to allow for changing circumstances.
  • Schedule regular check-ins with your staff to ensure they have the information they need, have work assigned to them, and are able to reach you for any questions and/or guidance.
  • Work with individual team members to agree to specific guidelines around key work outputs, ensuring input and clarity.

Support Your Team

  • Allow for flexibility in flex-time (work hours and days) to optimize the benefits of flex place.
  • Make sure your team has the tools they need to do their work effectively and comfortably.
  • Check in frequently with your individual staff members. Monitor their well-being.
  • Lead equitably by responding to each person's unique circumstances and needs.

Be positive and trust employees will work productively

Instead of focusing on how many hours your employees are working, re-emphasize a focus on measuring results and reaching objectives—regardless of work arrangement. The employee’s completed work product is the indicator of success, rather than direct observation.

Develop your Team

Utilize change as an opportunity to encourage additional professional development in your team. Speak with each employee and together decide what classes might be helpful or of interest to help them.  Consider exploring work optimization skills to better manage the work-from-home experience.