What are the best practices for managing a team with flexible working hours?

Managing a team with flexible hours requires a balance between autonomy and accountability. Setting clear, measurable goals ensures everyone is aligned toward common objectives despite varying schedules. Regular, transparent communication about these goals and expectations is essential, allowing for clarity and consistency. It's vital to ensure that team members fully understand their roles, how their performance is assessed, and what support they can access. This clarity fosters a focused, cohesive team dynamic, where each member can work independently yet contribute effectively to the team's collective success, irrespective of their working hours.

Best practices for managing a team with flexible working hours include establishing regular communication and feedback channels. Maintaining open dialogue fosters trust, collaboration, and rapport among team members, facilitating problem-solving and support. Encouraging peer-to-peer communication and celebrating achievements cultivates a positive team culture. Leveraging tools like instant messaging, video conferencing, and online surveys ensures efficient communication and feedback exchange. By prioritizing regular communication and feedback mechanisms, managers can effectively manage flexible working hours while promoting teamwork and productivity.

A lot of great advice has been shared. Set expectations and clear goals. Encourage positive behaviors that re-enforce the culture and dis-courage negativity on the spot. Most of all.....Trust your people and earn their trust as well.

1. Set clear and measurable goals for each team member to prioritize work effectively. 2. Communicate expectations consistently through various channels for alignment. 3. Provide support and resources for team members to succeed in their roles. 4. Real story: A team improved productivity by setting clear goals for remote workers. 5. Real example: A project met deadlines successfully due to transparent communication of expectations. 6. Regularly evaluate progress towards goals to ensure accountability and progress. 7. Encourage open communication and feedback to address challenges with flexible hours. 8. Celebrate achievements and milestones to motivate team members working flexibly.

Having a simple playbook may sound too obvious but most companies won't have laid out a series of principles, building a framework for teams to then build upon. It should cover very simple and practical things such as team hours, async work guidance, communication principles, knowledge and information access and management, preferred channels depending on the type of work.

Managing a team with flexible working hours will force you to have clear goals, deliverables and deadlines. Once all you do is results based and not efforts based then everyone is aligned and have the same objective despite not working simultaneously.

One of my favorite examples when it comes to flexible work is GitLab. The way they manage flexible hours is through asynchronous communication. The expectations of async work are clearly defined in their Remote Playbook and shared with employees and managers. They set clear expectations from the start, which is essential during flexible working. To make it even more precise, they've also formalized informal communication and the way they do meetings (or don't). This ensures that everyone is on the same page.

I know that having a broad picture in mind is crucial. You need to be really aware of what you want to achieve and communicate this clearly to your team. To start, I ensure that everyone understands our objectives and how their work contributes to these goals. This means setting specific, measurable targets and regularly reviewing progress. It's important to maintain open communication, so everyone stays aligned and focused. Supporting your team in defining these goals is equally important. This shouldn't be a top-down approach but a collaborative process where everyone is heard. I involve my team in discussions about expectations and listen to their insights. This collaboration fosters a sense of ownership and commitment.

Managing a team with flexible working hours requires clear communication and setting expectations early on. Make sure everyone knows their responsibilities and deadlines, and use tools like shared calendars or project management apps to keep track of progress. Stay flexible by focusing on outcomes rather than clocking hours, and schedule regular check-ins to keep everyone aligned. Encourage team members to communicate their availability so there’s no confusion. Trust your team to manage their time, and be open to feedback on what’s working or needs tweaking.

To manage a team with flexible hours - 1. Set clear expectations on outcomes and deadlines. 2. Use communication tools to stay connected. 3. Establish core hours for team availability. 4. Focus on results, not hours worked.

Establishing regular communication and feedback is crucial in managing a team with flexible hours. It bridges gaps, builds trust, and fosters a collaborative spirit. Open channels for dialogue ensure that team members feel connected and supported, irrespective of their schedules. Encouraging mutual feedback among team members cultivates a culture of continuous improvement and recognition. By leveraging tools like instant messaging or video conferencing, you create a virtual space for interaction vital for remote or flex-time teams. This approach ensures that the team remains unified, responsive, and aligned with collective and individual goals despite physical distances or different time zones.

Regular communication at a team level helps build a sense of connection and shared purpose rather than feeling a being a group of individuals. Establish check in points that are set through the week - start, mid and end that reflect the core team days and hours. For teams working across 5 days that may be 2 or 3 check ins, teams that collectively work less than 5 days maybe only 1 or 2. Regular in person get togethers are essential As a manager be fluid - if you need to ask a question try a quick call rather than email, so much more personal and a chance to connect in a more human way

Communication and feedback need to be both regular and "on the spot". With flexible hours in the team, having team rituals about communication, alignment and feeback is critical. These happen at times where all team members are available. You can use simple meeting structures to facilitate this: status updates, retrospectives, end of week wrap-up... On the spot communication and feedback could be seen as more reactive but are essential for the team to be able to adapt quickly. Do not wait, grab the first available opportunity and do this individually when necessary or if more appropriate.

Communication is the cornerstone of any company. When working async or with flexible working schedules then communication becomes crucial.It makes sure everyone stays aligned, blockers are raised and fosters a collaborative spirit.

Getting feedback frequently and not piling it up for some later date in the future can really help your team move faster. It'll also feel less harsh if feedback is given in real time and not dropped like a brick on us once a year.

Agreeing how you communicate intra-team & the frequency, style & approach of messaging is important. I personally love a mix of WhatsApp using gifs, emojis & voice notes to bring a lightness & human touch to exchanges. Email is great for important conversations where we need a trail. I find WhatsApp is useful for weekly round ups & I share a quick voice note (or podcast at times 🤣) & video updates connect more meaningfully when I can’t in person. This is important for connection and engagement. The most important thing is agreeing what works for you and your team and to ensure you’re not creating a culture of screen-message-screen and the odd in person conversation.

Setting clear guidelines around communication is vital for remote teams who often span various time zones around the world. What is the expected response time for communication? What is the procedure if there's an emergency that needs immediate communication? Are teams set up so that there's enough overlap between working hours to communicate effectively? When team members understand the expectations around communication, then it's much easier for them to communicate effectively with each other. It's also useful to clarify which communications should happen in which channels. Is Slack used for all communication? Or should certain things be communicated via comments or tasks in a project management system? Clarity around this is key!

I prioritize establishing consistent check-ins and feedback loops to keep everyone aligned and engaged. Regular communication is vital. I schedule weekly team meetings and one-on-one sessions to ensure everyone is on the same page. Clear and concise communication is key—what one sends might not always be what is received. I make sure to clarify expectations and encourage team members to ask questions if something isn’t clear. Feedback is a two-way street. I actively seek feedback from my team and act on it. This shows that their opinions are valued and helps me improve as a leader. Equally, I provide constructive feedback to help team members grow.

It seems that the more "flexibility" there is on a personal level, the more "structure" is actually needed on a team level. Flexible doesn't mean chaos... Defining what IS expected for regular communication is essential to building the culture you want.

Il est essentiel de planifier des points reguliers weekly ou bi-weekly avec chaque membre d'une équipe afin d'apporter l'attention nécessaire à chacun des membres. Mettre en place également des rituels d'équipes, comme des café/visio ou tous ont l'occasion d'échanger sur des projets en cours, des obstacles rencontrés ou des succès. Cela ne doit cependant pas représenter une perte de temps et doit avoir une réel valeur ajoutée. Une fois par mois pour un rituel semble suffisant à mon sens.

Change your mindset: do not see the flexbile hours as something you have to accomodate. See this as an opportunity to work differentely. For instance, tap into a longer span of working hours, leveraging async work as much as possible to let people focus more efficiently on their work. However, to make this work, you have to support your team members to manage being autonomous. They may need to be more self-sufficient over time. It is down to their skills and potential, but also your support and the knowledge and information sharing structure you put in place.

From my perspective, managing a team with flexible hours is about giving people the freedom to work in ways that suit them, while ensuring alignment on shared goals. Flexibility thrives when there's trust, and trust is built by focusing on results, not micromanaging schedules. Regular communication, both formal and informal, keeps everyone connected and ensures the team stays cohesive despite different working patterns. This balance fosters a productive, motivated team where employees feel supported and empowered to perform at their best.

I value integrating various perspectives and skills. Encouraging mutual learning across age groups and combining different thinking styles lead to richer insights and innovative solutions. Balancing female and male perspectives, and celebrating cultural diversity, enriches our team's approach. By fostering an environment where all voices are heard and valued, we build a stronger, more dynamic team. This inclusive approach ensures better collaboration, motivation, and success.

L'inclusion est le maitre mot ! Un culture inclusive permettra de tirer profit de la diversité et de la flexibilité. En effet, en faisant la promotion d'une culture ouverte et respectueuse, chaque personne à s'exprimer librement et à travailler ensemble de manière efficace, ce qui peut mener à des solutions innovantes et créatives face aux défis rencontrés par la flexibilité. Aujourd'hui les outils de communications et le travail asynchrone, si maitrisé peuvent permettre de gérer les différentes préférences ou contraintes d'horaires ou d'obligations personnelles notamment.

When managing a team with flexible hours, embracing diversity and flexibility is more than a checkbox...it’s about genuinely understanding the different lives people are living outside of work. Not everyone’s most productive time looks like a traditional 9-to-5. Maybe one person thrives early in the morning, while another hits their stride after the kids are in bed. The key is finding alignment between personal rhythms and team goals. Start by having open conversations about when people feel their best and how they manage their time. It builds trust and keeps the work moving forward, without burning anyone out. Flexibility isn't just a policy - it’s a mindset shift that, when done right, can make everyone feel like their time matters.

It's about empowering team members to take ownership of their tasks while maintaining high standards of quality and timeliness. Trust is built when team members feel their autonomy is respected and they're empowered to make decisions. This autonomy and clear roles and responsibilities promote a sense of accountability. Regular feedback and recognition reinforce this culture, acknowledging achievements and addressing areas for improvement. Constructive support and coaching further enhance this environment, ensuring team members have the guidance they need to navigate challenges. This approach boosts productivity and nurtures a positive, responsible team dynamic.

The key mindset shift for a leader here is to move from inputs to outputs. Put it simply, frame the objectives in the form of actual and tangible deliverables, breaking these down if needed, to make it as measurable as possible. This then drives the right discussion with team members about the time, support and resources they need.

We have had good results with shared whiteboards as simple project management tools. Whatever the system, making things visual can be helpful when people are spread across time and space.

Once goals are defined and communicated and that the team has regular check-ins. Trust becomes part of your team identity and culture. Accountability comes with it since goals are clear, everyone needs to report on it.

Managing a team with flexible working hours demands a robust culture of trust and accountability. A crucial best practice is prioritizing the hiring of individuals with high integrity, a trait essential for ensuring that flexibility does not compromise productivity or team cohesion. In my experience, placing "integrity" as the #1 company value significantly bolstered mutual trust. This foundational trust allows team members to work independently with confidence, knowing their colleagues are equally committed and accountable. Such an environment not only enhances work-life balance but also optimizes performance, proving that with integrity at the core, flexibility can lead to unprecedented success.

I know that trust is the foundation of effective teamwork. I ensure that everyone’s thoughts and ideas are valued. This means actively listening and encouraging open dialogue. When team members feel heard, they are more likely to contribute meaningfully and take ownership of their work. Accountability is equally important. I promote a sense of responsibility by setting clear expectations and providing the support needed to meet them. No one should fear stepping up or taking on more responsibilities. By trusting each other and being accountable, we create a motivated and productive team, even with flexible working hours.

When managing a team with flexible hours, your team should have tools that support both asynchronous and synchronous communication. This is because this type of communication tool allows the team members with the same work timings to communicate in real time. In contrast, for those who are working in different shift timings, it records the communication and shares the information. Collaboration tools like ProofHub can help you with that. It has features like task comments to help you collaborate with the team both in real-time and asynchronously, project discussion for live discussions and record the communication, chat for real-time communication, and announcements for sharing information company-wide.

In a flexible working environment, fostering collaboration and innovation becomes a unique challenge and opportunity. Utilize digital tools to bridge the physical gap, encouraging brainstorming and idea-sharing sessions accessible to all, regardless of their working hours. Encourage using collaborative platforms where ideas can be posted and developed asynchronously. This approach nurtures an environment where time zones or schedules don't bind creativity. Recognize and celebrate innovative solutions and collaborative efforts, reinforcing that flexibility doesn't hinder teamwork but can enhance creative synergy.

I foster an environment where everyone is happy to support one another, even across departments. This collaborative spirit ensures that we leverage diverse skills and perspectives, leading to innovative solutions. Different working styles can be a strength. By embracing these differences, we can develop new ways of problem-solving that we might not have considered otherwise. Encouraging this diversity of thought and approach keeps our team dynamic and adaptable. In essence, promoting collaboration and innovation within a flexible work structure ensures that we remain productive and forward-thinking, benefiting both the team and the organization.

Managing a team with flexible working hours requires thoughtful planning and effective communication. Here are some best practices to consider: Define Clear Guidelines: Establish clear expectations regarding communication, availability, and collaboration.  Hold a Meeting: Gather your team to discuss the new flexible schedule. Address any questions or concerns and ensure everyone is on the same page. Implement Core Hours: Set specific core hours when all team members should be available for meetings and collaboration.  Balance Autonomy and Accountability: While flexibility is essential, emphasize accountability. Encourage team members to meet deadlines and communicate effectively, even if their work hours differ.

My favorite value from my time at Netflix was the idea that there should be no process for the sake of process. Ideally this means you're frequently reviewing all the ways you do things, finding ways to improve them - but also eliminating ones that no longer serve you. That's critical for managing teams with flexible hours.

It's key to regularly check in on how things are working and be open to tweaking as you go. Maybe that Slack channel is blowing up too much, or deadlines could use more breathing room. Ask your team what's working, what's not, and adjust. Flexibility means adapting, not just setting a system and forgetting it. By keeping an ear to the ground and making small improvements, you’re showing that you’re invested in making things work better for everyone - not just sticking to a plan that used to work.

Be mindful of individual needs. Each team member brings their own strengths, challenges, and work styles. Make it a priority to understand these differences by having one-on-one check-ins or informal chats to discuss how they prefer to work. This approach allows you to tailor your support and communication strategies, making it easier for everyone to thrive. Acknowledging individual needs fosters an inclusive environment where everyone feels valued, ultimately enhancing collaboration and productivity within your flexible work culture.

When managing a team with flexible working hours, it's still important to have a sense of when, where, or how people are working. Simply asking your direct reports their working style and preferences can be a great place to start. Do they prefer morning meetings to start after school drop off? Do they work best on decks after hours, when they have time to focus? Getting a sense of what work is being done when helps you plan out team meetings, collaboration, and deadlines for asycronous projects best.

It is about when and where we work, it is how we work. This should be your guiding principle as a manager, should your team work flexible hours or not. You will then see that having flexible hours is an opportunity, not an inconvenience.

In addition to all of this, use technology to aid communication and planning. Tools such as Kadence will massively aid your hybrid workforce.