By Sophie Hamm, Senior Manager, Internal HR, GoGlobal
As businesses navigate the dynamism of the modern workplace, flexible work has evolved from a temporary response to the pandemic into a cornerstone of effective people and business strategy. No longer a mere trend, flexible work has proven to be a sustainable, productivity enhancing approach.
Research published by Stanford University shows flexible work arrangements can significantly boost employee satisfaction and drive better business outcomes. On the other hand, research published by Harvard Business Review suggests the overall impact of flexible work can be mixed for some companies.
To fully harness the advantages, employers must go beyond simply offering flexibility. They need to build a structured, legally compliant and resilient framework that supports both operational excellence and employee well-being.
The following key considerations will guide you in creating a flexible work model that not only adapts to today’s challenges but also positions your company for long-term success.
Clearly define terms and conditions of flexible work arrangements
Implementing flexible work begins with clearly defining the terms and conditions of such arrangements in employment agreements. It is essential to outline the scope of flexibility including working hours, remote work options and associated benefits.
Well-defined terms not only prevent misunderstandings but also set the foundation for a successful and smooth transition to flexible work environments.
Prioritize data protection and security
With the adoption of remote work, data protection and security become critical priorities. Employers must ensure that employees have access to secure networks, encrypted devices and regular cybersecurity training.
Conducting regular audits and updating security protocols are essential practices to mitigate risks and protect sensitive information. These must always be applied, regardless of where employees are working.
Draft business policies and guidelines for fairness
To promote fairness, comprehensive business policies should be developed to address the specifics of flexible work arrangements. These policies should include guidelines on availability, expectations and deliverables. Establishing clear and consistent policies help maintain employee morale and trust, particularly when managing a hybrid workforce.
Take a proactive approach to workplace health, safety and comfort
Employers are responsible for the health and safety of their employees, whether they’re working in the office or remotely. For remote workers, this can include providing guidelines on setting up a safe and productive home workspace.
There may be location-specific regulations to consider. For example, employers in Poland must provide remote workers with equal conditions to office-based employees. This includes training, career development, technology and ergonomic equipment. In Belgium, remote workers are entitled to a work-from-home allowance.
Employers should also consider regular check-ins to discuss workload, stress levels and any challenges employees might be facing. Offer readily available support wherever possible.
By taking a proactive approach, employers can help create a safer work environment – regardless of where team members are located.
Comply with working time regulations and location-specific laws
Flexible work arrangements must comply with local and national working time regulations. Employers should monitor working hours to prevent excessive overtime, offer adequate breaks and respect rest periods.
Employers should also be aware of specific regulations related to flexible work in different jurisdictions. This includes, for example, Denmark’s requirement for time tracking and Australia’s enforcement of the ‘right to disconnect.’
Adhering to these regulations not only protects the company from legal risks but also promotes the well-being and productivity of employees.
Observe the workforce’s ‘right to disconnect’
In an era where technology blurs the line between work and personal life, maintaining a healthy work-life balance is vital. Employers should support employees by encouraging them to establish routines that allow them to disconnect outside agreed-upon hours.
Australia recently implemented a ‘right to disconnect’ framework, following countries like Argentina, France and Ireland with similar regulations. Employers can foster a culture that respects personal time by leading by example, avoiding non-urgent emails outside normal business hours.
Encouraging open discussions about workload and time management helps prevent burnout and promotes a sustainable work-life balance for employees.
Tax implications & social security obligations
Flexible work, especially when it involves cross-border arrangements, can trigger tax and social security implications. Employers must navigate these complexities of tax obligations for both the company and the employees. This includes potential double taxation issues and payroll contributions. Addressing these considerations is key to avoiding compliance issues and supporting a flexible work model.
Driving both business success and employee satisfaction
Flexible work is not just about giving employees the autonomy to choose when and where they work. It’s about strategically designing a work environment that drives both business success and employee satisfaction.
To unlock the full potential of flexible work, employers must address essential factors, from legal, compliance and data security to health and safety. By doing so, they can create a robust, resilient model that not only enhances employee well-being but also strengthens the organizational performance and alignment with long-term business goals.
Contact us to learn how GoGlobal’s EOR and cross-border HR solutions can help you support and manage your international talent.