Flexible Work Guidance and Resources for Managers

We all play a part in building a supportive community, and one of the best ways is by acknowledging our unique roles, contributions, work styles and personal obligations. Flexible work gives an option for employees to have an environment that supports them doing their best work – which can include location or time flexibility.

When considering flexible work, managers and their teams should work together to create a workplan that benefits the various aspects of employees’ personal and professional lives. The best place to start is for you and your employee to have conversations about how flexible work can benefit the team member and the team.

As you evaluate flexible work, there are many benefits to consider. Workplace flexibility can:

  • Contribute to enhancing employees’ mental and physical wellbeing.
  • Reduce commuting time and costs.
  • Allow for business continuity during emergency circumstances.
  • Extend coverage during non-standard business hours.
  • Enhance the use of facilities or equipment.

Manager Responsibilities

Productivity and success look different for every team. Leaders and managers hold the responsibility to look broadly at their organization, identify what work options are appropriate and ensure reasonable and equitable access to flexible work for individuals and/or teams.

As a manager, you are responsible for:

  • Deciding the work arrangements for your team.
  • Seeking/receiving appropriate approvals.
  • Openly communicating with the team.
  • Setting expectations.
  • Assessing workplans on a regular, annual basis and adjusting as necessary.

Managers reserve the right to require, deny, alter or cease flexible work based on the unit’s business needs, the individual’s work performance or other factors.

A few crucial items for managers to follow:

Planning

Work with college/unit leadership on expectations to determine overall planning.

Equity

Offer flexible work in a non-discriminatory manner and make sure decisions do not adversely impact protected classes of employees.

New Hires

Follow these important steps when hiring a new employee:

  • Work with your HR Business Partner to consider flexible work options and align on location expectations for positions.
  • Include flexible work options in the job posting, including if the location is fully remote or if there are hybrid remote work options.
  • Work with your talent acquisition consultant during the screening process to set clear expectations for flexible work.
  • Have conversations with candidates during the interview process to set expectations of the role, including location, work hours and flexible work options.
  • Work with the employee during the hiring process to follow the flexible work agreement process.
  • Use the additional onboarding resources available for managers.

Outside Ohio

If an employee requests to work outside the state of Ohio, refer to Working Outside of Ohio for additional information and the process to follow. Employees may not work permanently from international locations, but scholarly travel is permissible in many situations. Employees with international work permits may not begin working for Ohio State until they are physically present in the United States, and sometimes Columbus, depending on the work authorization. All requests to work domestically but outside of the state of Ohio will be reviewed on a case-by-case basis.

Support

Consult with your HR business partner if you have concerns, questions or assistance with any part of the process, including unique and complex situations with an individual’s work.

Manager Process for Flexible Work

Managers play a key role in flexible work requests, as outlined on the Flexible Work webpage. Follow this process to evaluate, approve and implement flexible work with your team members.

Team Engagement

Team culture and engagement is essential for establishing expectations for how people interact and work together and can ultimately impact productivity, collaboration and performance. Ohio State encourages managers to find creative ways to provide experiences that will shape or reshape team culture. Huddles, meetings, team commitments and paying close attention to the perception of group dynamics are just a few ways to address and maintain a desirable culture and level of engagement.

  • Hold regularly scheduled team huddles or meetings virtually for all members. If you decide these gatherings will be a mix of employees in a conference room and virtual, make sure those attending virtually can see everyone in the room and vice versa.
  • Have a group discussion with your team about work practices that will contribute to a desired team culture.
  • Make sure to engage remote and in-person team members in similar ways.
  • Encourage employees to offer possible solutions if any issues are discovered, and make sure you address those appropriately and in a timely manner.
  • Use resources such as Your Plan for Health, Buckeye Wellness and Ohio State’s Employee Assistance Program for additional support.

Performance Management

When an employee with flexible work is having performance issues, as with any other employee, the manager should make the employee aware of the performance concern and discuss ways to improve performance and meet expectations.

Consider if the employee’s work arrangement is a factor.

  • Has the Flexible Work Arrangement hindered deliverables or work-related expectations?
  • Is the employee’s work schedule not in line with the needs of the unit or the unit’s customers (i.e., patients, students, faculty, researchers)?
  • For telecommuting (remote or hybrid):
    • Does the employee need more on-site supervision or training that cannot be provided remotely?
    • Would the employee benefit from being able to engage more directly with on-site colleagues?
    • Does the employee display the level of independence and job knowledge required to successfully work at an off-site location?

If the work arrangement appears to be a factor in the performance issues, discuss your concerns with the employee. Consider a temporary adjustment to the employee’s work schedule or work location.

Consult with your HR business partner or employee and labor relations representative for additional guidance.