flexible work schedules · 2019-04-22 · flexible schedules a flexible work schedule is an...
TRANSCRIPT
Flexible Work Schedules:
The Good, the Bad, and the Uncertain
Agenda
Flexible Schedules
Alternative Work Schedules• 4/10 and 9/80 compressed schedules
Remote Work
Technical Considerations
Flexible Schedules
A flexible work schedule is an alternative to the traditional 9 to 5, 40-hour work week.
The Fair Labor Standards Act (FLSA) does not address flexible work schedules. Alternative work arrangements such as flexible work schedules are a matter of agreement between the employer and the employee.
Flexible SchedulesMost Common Type:
A daily flexible schedule enables employees to come to work early and go home early, stay late and arrive late, or take extra time at lunch that is made up.
Employers may require that employees work “core hours”, from 10 a.m. – 3 p.m., for example.
Flexible Schedule Considerations
In a flexible environment there are several considerations:
A firm set of guidelines should be implemented and employees trained before adoption of a flex schedule. This will limit any confusion or issues with unfair implementation in the organization.
There must be measurable goals and clear expectations for performance
It is important to identify that a 40-hour work week is expected
Alternative Work Schedules (AWS)
Two Common Schedules:
“4/10” – Employees work 10 hours a day for four days
“9/80” – Compresses 80 hours of work into 9 work days, instead of the usual 10 under a regular bi-weekly schedule
Employees do not receive daily overtime, however, receive an extra day off in their schedule
Alternative Work Schedules
Implementing: Review the alternative work provisions of the
applicable IWC wage order, may vary slightly Requires that the employer receives approval in a
secret ballot election by at least 2/3 of the affected employees
The proposal must be in the form of a written agreement from the employer
The employer must disclose in writing to affected employees, the effects of the proposed arrangement on wages, hours, and benefits
Alternative Work Schedules
Implementing:
A duly noticed meeting must be held at least 14 days prior to the secret ballot vote
There must be a 30-day waiting period between the election and implementation.
Notice of election results must be provided to the California Department of Industrial Relations.
Maintain all records
Common Pitfalls With 9/80 Schedule
Not Designating the Workweek Properly
Results in 36 hours in the first workweek & 44 in the second workweek
Start the workweek 4 hours after the start time of the shift on the alternating day off
Common Pitfalls With 9/80 Schedule
Scheduling Changes that Lead to Overtime
• Allowing employees to shift day off, can result in too many hours in one workweek
• Allowing employees to come in to work earlier, may result in them crossing into the next work week, resulting in overtime in one of the weeks
• Failing to monitor when lunches are taken on alternating day worked.
Helpful Articles https://www.shrm.org/resourcesandtools/tools-and-samples/how-to-
guides/pages/californiaalternativeworkweekschedulesi.aspx
https://californiaemploymentlaw.foxrothschild.com/2018/02/articles/wageandhour/qa-regarding-alternative-workweek-schedules/
https://www.constangy.com/newsroom-newsletters-798
http://leefeldmanlaw.com/california-alternative-workweek-schedules/
https://www.thebalancecareers.com/advantages-and-disadvantages-of-flexible-work-schedules-1917964
https://www.calpublicagencylaboremploymentblog.com/wage-and-hour-2/common-pitfalls-in-using-980-schedules-and-how-to-avoid-them/
Remote Work
“There was a time when people felt the internet was another world, but now people realize it’s a
tool that we use in this world.”
Reasons to consider remote work
Employee satisfaction and increased morale
Flexibility for families
Increase work longevity
Reduce employee stress
Recruitment and retention
Increased productivity
Limited office space availability
Reduce carbon footprint
Before we start
Culture change
Implementation
Technology
Training
#1 Goal = Zero impact to the customer service level we provide
ImplementationConduct a pilot for 3 months Eligibility
Manager approval
Exempt only for the pilot
Not in their introductory period
No PIP in the last 12 months
Meets Expectation on last review
Guidelines Remote work is a privilege, not a right.
Available during core hours
Work from primary residence
Cannot participate in the AWW if working remote
Limited to 2 days per week
Implementation Equipment
No new equipment will be purchased
Remote workers will only use EIA issued lap tops
Security
Phones
Technology Computers
Phone
Web conferencing
Training Manager training
Staff training on VPN, phone system
Survey Results
Increase Productivity
• No traditional office distractions
• Reduced commute • Decreased noise
level• More parking
Increased Savings
• Car maintenance• Gas• Child care• Food• Clothes
Improved Work Life Balance
• Being present• More flexibility• Independence
Survey Results
Morale Boost
• Happier employees• Eating
healthier, more physical activity, less stress
Reduced Sick Days
• Less exposure to “office germs”
Lower Operating Costs
• Office supplies
• Office space
Access to talent
• Wider applicant pool
Challenges
New way of thinking• Planning work/meetings
New way of managing
Finding work/life balance
Technical kinks
Mitigating Data Security Issues on Remote Computers
Training on best practicesAccess ControlBios passwordsVPNTwo factor authentication
BIOS Password
• Additional layer of security
• Difficult to Crack• Prevent BIOS
changes
VPN
Secure Data
Connected to office resources
Speed can suffer
Can you leave you vulnerable if a user is compromised
Two Factor Authentication
Considered the best practice for securing login
Use phone or email to verify an access attempt is legitimate
Password Management Software
Employees need access to a variety of systems
Prevents users from re-using the same password
Can be used to quickly access login pages
Collaborating Remotely
Supporting remote workers
Web meetings
File sharing
Web Meetings
Screen share
Allows multiple people to communicate at once
Face to face communication boost moral
Instant messaging
File Sharing
Revision control
Commenting on files
Collaborating
Thank you for joining us!Our contact information:
Sam Adams, Golden State Risk Management [email protected]
Allison Bateman, CSAC Excess Insurance [email protected]
Karen Antunes, North Bay Schools Insurance [email protected]