Business & Strategy

How to Implement Flexible Work Policies

2 years ago

According to LinkedIn’s Global Talent Trends Report, 30% of job seekers have a strong preference for companies that have chosen to implement flexible work policies. For those less familiar, flex polices include everything from remote work and flexible schedules to job sharing and extended sabbaticals. As we noted in our post on the benefits of flexible work, companies chose to implement flexible policies because they can be good for both employees and employers. Employees are often healthier, more productive, and less stressed, and companies find they benefit from things like a broader talent pool and lower expenses. While there has been dramatic growth in the number of companies offering flexible work policies, it’s important to note that flexible workplaces rarely look the same. Every organization needs to understand its unique needs and craft its policies from there. Here are some best practices for how to implement flexible work policies in your company: Best Practices When You Implement Flexible Work Policies KNOW YOUR COMPANY’S NEEDS AND LIMITATIONS The flex work policies you choose to create will hinge on what type of company you run. For example, if your business requires extensive collaboration, you need to implement flex work policies that don’t hinder team dynamics. Perhaps that means you define certain non-optional office hours, or maybe you require everyone is accessible by phone during certain times of the day, or it could be that remote work just can’t be part of your offering. Think through your business operations and only implement flex work policies that are a strategic match. DEFINE ELIGIBILITY In a similar vein, it’s important to determine if all benefits can apply to all employees. Maybe you have an accounting department that can run efficiently outside normal business hours, but you need your legal team onsite. It’s also possible that eligibility is determined on a more individual basis, based on tenure or performance. CREATE OFFICIAL POLICIES Regardless of how many or how few policies you choose to implement, it’s absolutely critical that you take the time to write an official and comprehensive policy for your company. A policy helps to ensure that benefits aren’t determined by the whim of a manager, or abused by an associate. The policy should define the eligibility of employees, explain what type of flex work choices are available, and state expectations for performance and communication. We recommend you start simple and be clear. It’s also worthwhile to have your legal team review your plans to make sure any legal pitfalls are avoided, particularly around hours worked and eligibility for overtime. TRAIN MANAGERS AND EMPLOYEES In order to successfully implement flexible work polices, your entire company needs to be trained on the details of the policy. Both managers and employees need to understand expectations and the role each plays in success. For example, the specifics of communication method and frequency could vary, depending on the particular manager/employee combination. Make sure conversations around expectations occur so that everyone has as much information as they need. There should also be a plan in place for how to help resolve any conflicts or difficulties that arise. PROVIDE TOOLS AND RESOURCES While communication is always important, it is critical for success when you implement flexible work policies. In addition to email and phone, your company may also need to invest in other tools like an instant messaging service, video conferencing application, or an online meeting platform. It’s also important to define what tools the company will provide to remote employees and how they should be utilized. Can flex workers use company devices and networks for personal purposes? What systems need to be put in place to protect the organization’s proprietary data and intellectual property? HIRE ACCORDINGLY If you expect your employees will spend at least some portion of their time working remotely, be sure to hire someone who has the skills to handle such a scenario. Certain traits like being self-motivated, being good at time management, and having strong communication skills become more critical when employees are outside of a structured office environment. DEFINE AND EVALUATE SUCCESS As with any corporate program, it’s important to understand how if your flexible work policies are working. Are you getting the productivity and performance you expect? Are your employees experiencing benefits? Are you seeing better engagement and retention? Define what it looks like for you to successfully implement flexible work policies and then take the time to periodically evaluate how it’s going. Give your employees the information they need on how to ace a performance review so that you can ensure they are giving all they have to offer to your business. Closing Thoughts on How to Implement Flexible Work Policies Creating a flexible work environment in your company can help your business to grow. There are numerous flexible work options from choosing to let your employees work from home, to having a flexible schedule, to offering unlimited vacation. While there is no “one size fits all companies” solution, a thoughtful approach can improve employee satisfaction, which helps drive productivity and loyalty. Contact us if you want to know more about how to implement flexible work policies at your company. We’re happy to share what we do.

How to Implement Flexible Work Policies Image

As we noted in our post on the benefits of flexible work, companies chose to implement flexible policies because they can be good for both employees and employers. Employees are often healthier, more productive, and less stressed, and companies find they benefit from things like a broader talent pool and lower expenses.

While there has been dramatic growth in the number of companies offering flexible work policies, it’s important to note that flexible workplaces rarely look the same. Every organization needs to understand its unique needs and craft its policies from there. Here are some best practices for how to implement flexible work policies in your company:

Best Practices When You Implement Flexible Work Policies

Know your company’s needs and limitations

The flex work policies you choose to create will hinge on what type of company you run. For example, if your business requires extensive collaboration, you need to implement flex work policies that don’t hinder team dynamics. Perhaps that means you define certain non-optional office hours, or maybe you require everyone is accessible by phone during certain times of the day, or it could be that remote work just can’t be part of your offering. Think through your business operations and only implement flex work policies that are a strategic match.

Define eligibility

In a similar vein, it’s important to determine if all benefits can apply to all employees. Maybe you have an accounting department that can run efficiently outside normal business hours, but you need your legal team onsite. It’s also possible that eligibility is determined on a more individual basis, based on tenure or performance.

Create official policies

Regardless of how many or how few policies you choose to implement, it’s absolutely critical that you take the time to write an official and comprehensive policy for your company. A policy helps to ensure that benefits aren’t determined by the whim of a manager, or abused by an associate.

The policy should define the eligibility of employees, explain what type of flex work choices are available, and state expectations for performance and communication. We recommend you start simple and be clear. It’s also worthwhile to have your legal team review your plans to make sure any legal pitfalls are avoided, particularly around hours worked and eligibility for overtime.

Train managers and employees

In order to successfully implement flexible work polices, your entire company needs to be trained on the details of the policy. Both managers and employees need to understand expectations and the role each plays in success. For example, the specifics of communication method and frequency could vary, depending on the particular manager/employee combination. Make sure conversations around expectations occur so that everyone has as much information as they need. There should also be a plan in place for how to help resolve any conflicts or difficulties that arise.

Provide tools and resources

While communication is always important, it is critical for success when you implement flexible work policies. In addition to email and phone, your company may also need to invest in other tools like an instant messaging service, video conferencing application, or an online meeting platform.

It’s also important to define what tools the company will provide to remote employees and how they should be utilized. Can flex workers use company devices and networks for personal purposes? What systems need to be put in place to protect the organization’s proprietary data and intellectual property?

Hire accordingly

If you expect your employees will spend at least some portion of their time working remotely, be sure to hire someone who has the skills to handle such a scenario. Certain traits like being self-motivated, being good at time management, and having strong communication skills become more critical when employees are outside of a structured office environment.

Define and evaluate success

As with any corporate program, it’s important to understand how if your flexible work policies are working. Are you getting the productivity and performance you expect? Are your employees experiencing benefits? Are you seeing better engagement and retention? Define what it looks like for you to successfully implement flexible work policies and then take the time to periodically evaluate how it’s going. Give your employees the information they need on how to ace a performance review so that you can ensure they are giving all they have to offer to your business.

Closing Thoughts on How to Implement Flexible Work Policies

Creating a flexible work environment in your company can help your business to grow. There are numerous flexible work options from choosing to let your employees work from home, to having a flexible schedule, to offering unlimited vacation. While there is no “one size fits all companies” solution, a thoughtful approach can improve employee satisfaction, which helps drive productivity and loyalty.

Contact us if you want to know more about how to implement flexible work policies at your company. We’re happy to share what we do.

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This question helps you understand how the development company thinks. Worry less about the specific technology they use and more about whether the development company can clearly articulate their reason for using it and the benefits to you and your product. Unless you are already a technology pro, choose a partner based on their expertise. Let them use tools they know to get great results. Have you done anything similar to what I’m asking you to do? You don’t need an exact match or even a company that has developed a similar app. Still, your potential development partner should be able to draw parallels to their relevant work. Shared connection points, whether on the industry, product, or technical level, will increase the likelihood of your project’s success. What are the riskiest parts of my project? Asking your app development partner this question will give you insight into your project and its areas of expertise. 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These questions will help you understand how your potential partner approaches the strategic aspects of app development. How do you approach digital product strategy and planning? A strong app development partner should have a clear process for supporting digital product strategy. This process might include market research, user persona development, and competitive analysis. Understanding their approach will help you gauge how thoroughly they consider your app’s broader context. What is your UI/UX design strategy? Look for a development partner who integrates UI/UX design throughout the entire app development process, not just as an afterthought. A competent partner will explain how their UI/UX process helps transform your ideas into user experiences that are both functional and visually appealing. How do you ensure that the app’s design aligns with user needs and business goals? 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Offshoring typically requires extra project management effort. Cultural differences can introduce risk to the project. Less cohesion and familiarity among team members can increase the total time required. Do these trade-offs decrease the price? Who will be my main point of contact once the project kicks off? Multiple people will probably be involved in building your app, but you don’t want to have to navigate who the right contact is for what. There are also times when it’s more efficient to go right to the source when discussing technical or design challenges. Make sure you can talk with developers and designers as needed, but that there is a project manager keeping tabs on your project—and who is your first point of contact for any needs. How will we communicate during the app development process? Numerous ways to interact remotely include phone calls, video conferences, screen sharing, and collaborative online workspaces. 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Look for a partner with a proven track record of successful collaboration who can clearly articulate their approach to maintaining strong communication in a distributed work environment. How will I receive status updates, and how often? The answer to this question should consider your personal preference. You want to ensure the frequency of status updates is compatible with your desire to receive them. As noted above, there are numerous ways for you to stay connected, and your chosen app development partner should be willing to adapt to your needs. How involved will I be in the project? When do I get to provide input? Big reveals make for good television on home renovation shows, but it’s not how you want to receive your product. It’s best to monitor your software throughout the project’s life, so you can make course corrections as needed. The best app development shops work with agile methodologies, simultaneously building and testing small code sections. Expect to interact with the app early in the process and as your developer adds each piece of functionality. Furthermore, you are likely the subject matter expert for your product, and your partner ought to rely on you for knowledge of your industry and customer. Your feedback, including help with testing the app during development, ensures that the best product is delivered. What if my priorities or scope change during the project? Successful software projects are rarely defined completely and then built to that definition. You want a software development partner who can adapt to your needs. Ideally, your developer will provide you with a central point of contact throughout the project and expect things to shift while allowing flexibility to meet your changing priorities and timelines. Questions on Financials & Legalities Understanding your project’s financial and legal aspects is crucial for avoiding surprises and ensuring a smooth development process. These questions will help clarify your app’s cost structure and ownership details of your digital product. How much will my project cost? You want to be able to plan your time and budget for the length of the project. Ensure your development partner provides a written estimate so you can expressly agree on the expectations. Beyond the total cost, it’s essential to understand the pricing structure. The most common options are an hourly rate or a fixed cost, plus maintenance and support. Hourly Rates: With hourly pricing, the developer charges a rate for each hour worked and tracks the amount of time spent on your project. In the proposal, the development company estimates how many hours they believe the project will take but will charge you for every hour worked, whether that total time is below or above the approximation. Fixed Cost: In a fixed-price project, the developer will provide you with the project’s total cost and (hopefully) stick with that number. 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Image Source: Apple Newsroom Apple announced its “AI for the rest of us” plan. But what does that mean for the future of digital products in enterprise, mid- and small-sized businesses? In this article, we’ll explore the implications of Apple’s AI strategy and share key takeaways for business leaders navigating the evolving landscape of AI-driven innovation. But first—a little “AI housekeeping.” A Working Definition of AI Artificial Intelligence (AI) focuses on creating smart machines that can learn from data, identify patterns, and perform tasks typically requiring human intelligence. Unlike traditional software solutions that rely on explicit programming and predefined rules, such as “if the customer’s age is greater than X, do this” or “if the bank balance is greater than Y, do that,” AI systems can make decisions without being explicitly programmed for every scenario. Recommendations for Businesses A little over a year ago, Brad Weber, CEO of InspiringApps, spoke with Tim Hayden about AI and more, as the above video captures (for the full conversation, see the playlist AI & Data Privacy: InspiringApps & Brain+Trust webinars). Considering the latest announcements at Apple WWDC 2024, we followed up with Brad to capture more insights and business recommendations. We found that Apple’s approach to intelligence mirrors our own in many ways: seamless integration, user-focused design, privacy, and business efficacy. 1. Focus on enhanced user experiences. Recommendation: Through seamless integration, focus on delivering tangible benefits to users that take advantage of Apple’s AI-driven user experiences, such as personalized recommendations and predictive features. “AI has enhanced the Apple user experience for many years. Has your phone predicted your commute time to work when you are a few blocks away from home? Has your watch calculated the total yards of your swim workout and broken down the distance by stroke? Both features (and many more) are driven by AI, but Apple treats that as an implementation detail users don’t need to know about. They should just experience the surprise and delight.”—BRAD WEBER, INSPIRINGAPPS CEO Most people have experienced AI without realizing it. “Hey Siri, read my messages” is a prevalent example of AI in everyday life. With Apple adding more ways to engage with app functionality through Siri and system-level features, properly defining and configuring App Intents may become a new strategy for businesses to ensure their in-app content and services are discoverable and intelligently integrated into users’ queries and workflows. For example, the improved typing interface with Siri could make Apple devices and apps more accessible for users with certain disabilities or situational impairments that make voice input challenging. If these intelligent features prove useful for accessibility, businesses may be able to reach and serve a broader audience. Businesses using messaging platforms for customer engagement could also leverage the new intelligent writing and summarization tools to streamline communication and quickly synthesize key points from lengthy customer inquiries or feedback, improving response times and quality. 2. Prioritize user privacy. Recommendation: Be transparent about data collection and usage, give users control over their data, and take every precaution to protect user information. AI enables computers to tackle complex problems and operate in the “gray areas,” where they can develop their own solutions based on the given goals or outcomes. To achieve this, AI relies on extensive data to effectively train models and make precise predictions or decisions, such as identifying objects in images or determining the optimal course of action in a given situation. This reliance on large datasets for training AI models raises important questions about data privacy and the implications of using personal information in developing AI systems. “With the new generative AI features in iOS 18, Apple will continue to prefer the privacy of on-device processing. When server capabilities are required, limited data is sent to Apple, and none of it is stored beyond the current ‘session.’ And if Chat GPT (and other engines/providers in the future) are beneficial, users will explicitly approve each data share. It is highly unlikely that any user-identifiable data will be sent to OpenAI as part of those interactions unless the user specifically opts in with their OpenAI account details.”—BRAD WEBER, INSPIRINGAPPS CEO In short, Apple’s commitment to privacy is a key differentiator, and businesses should follow their lead. 3. Consider Swift 6 adoption. Recommendation: Consider adopting Swift 6 for your development projects to reach a wider audience and streamline your development processes. “I’m excited to see Apple’s Swift 6 push on Windows and Linux, including improved Swift language support in Microsoft’s Visual Studio Code editor. Our team enjoys Swift development, and the language’s safety features have definitely reduced incidents of crashes on Apple devices. I look forward to those same benefits on other platforms.”—BRAD WEBER, INSPIRINGAPPS CEO 4. Stay adaptable. Recommendation: Businesses should explore the full spectrum of AI and machine learning technologies to find the most effective solutions for their specific needs. From predictive analytics and recommendation engines to computer vision and natural language processing, there are numerous ways to harness intelligence to benefit users and drive business growth. “It’s important to remember that generative AI is not the only form of AI. Although it has captured headlines for the last year or two, there are loads of other ways to benefit users with the thoughtful use of AI and ML.”—BRAD WEBER, INSPIRINGAPPS CEO Advanced predictive analytics can provide valuable insights into future trends and user behaviors. Intelligence can use data analysis to predict popular features, design elements, and evolving user needs. This foresight can inform decisions, helping to create digital products that meet current user expectations and are well-positioned to adapt to future demands. Smart Business Moves Apple’s advancements present both opportunities and challenges for businesses of all sizes. By focusing on seamless integration, user privacy, and delivering tangible benefits through smart algorithms and machine learning, businesses can position themselves for success. The key is to approach all development decisions with a user-centric mindset, focusing on how technologies can solve problems, streamline processes, and create meaningful benefits for your target audience. In other words, always prioritize creating value for your users. Further Reading & Resources Gartner: Learn To Build an AI Strategy for Your Business Apple: Machine Learning Research InspiringApps & Brain+Trust: AI & Data Privacy Webinar Recap

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Image Source: Apple Newsroom

Apple announced its “AI for the rest of us” plan. But what does that mean for the future of digital products in enterprise, mid- and small-sized businesses? In this article, we’ll explore the implications of Apple’s AI strategy and share key takeaways for business leaders navigating the evolving landscape of AI-driven innovation.

But first—a little “AI housekeeping.”

A Working Definition of AI

Artificial Intelligence (AI) focuses on creating smart machines that can learn from data, identify patterns, and perform tasks typically requiring human intelligence. Unlike traditional software solutions that rely on explicit programming and predefined rules, such as “if the customer’s age is greater than X, do this” or “if the bank balance is greater than Y, do that,” AI systems can make decisions without being explicitly programmed for every scenario.

Recommendations for Businesses

A little over a year ago, Brad Weber, CEO of InspiringApps, spoke with Tim Hayden about AI and more, as the above video captures (for the full conversation, see the playlist AI & Data Privacy: InspiringApps & Brain+Trust webinars). Considering the latest announcements at Apple WWDC 2024, we followed up with Brad to capture more insights and business recommendations. We found that Apple’s approach to intelligence mirrors our own in many ways: seamless integration, user-focused design, privacy, and business efficacy.

A young woman holding an iPhone with headphones relaxing on a green field.

1. Focus on enhanced user experiences.

Recommendation: Through seamless integration, focus on delivering tangible benefits to users that take advantage of Apple’s AI-driven user experiences, such as personalized recommendations and predictive features.

“AI has enhanced the Apple user experience for many years. Has your phone predicted your commute time to work when you are a few blocks away from home? Has your watch calculated the total yards of your swim workout and broken down the distance by stroke? Both features (and many more) are driven by AI, but Apple treats that as an implementation detail users don’t need to know about. They should just experience the surprise and delight.”
—BRAD WEBER, INSPIRINGAPPS CEO

Most people have experienced AI without realizing it. “Hey Siri, read my messages” is a prevalent example of AI in everyday life. With Apple adding more ways to engage with app functionality through Siri and system-level features, properly defining and configuring App Intents may become a new strategy for businesses to ensure their in-app content and services are discoverable and intelligently integrated into users’ queries and workflows.

For example, the improved typing interface with Siri could make Apple devices and apps more accessible for users with certain disabilities or situational impairments that make voice input challenging. If these intelligent features prove useful for accessibility, businesses may be able to reach and serve a broader audience.

Businesses using messaging platforms for customer engagement could also leverage the new intelligent writing and summarization tools to streamline communication and quickly synthesize key points from lengthy customer inquiries or feedback, improving response times and quality.

2. Prioritize user privacy.

Recommendation: Be transparent about data collection and usage, give users control over their data, and take every precaution to protect user information.

AI enables computers to tackle complex problems and operate in the “gray areas,” where they can develop their own solutions based on the given goals or outcomes. To achieve this, AI relies on extensive data to effectively train models and make precise predictions or decisions, such as identifying objects in images or determining the optimal course of action in a given situation. This reliance on large datasets for training AI models raises important questions about data privacy and the implications of using personal information in developing AI systems.

“With the new generative AI features in iOS 18, Apple will continue to prefer the privacy of on-device processing. When server capabilities are required, limited data is sent to Apple, and none of it is stored beyond the current ‘session.’ And if Chat GPT (and other engines/providers in the future) are beneficial, users will explicitly approve each data share. It is highly unlikely that any user-identifiable data will be sent to OpenAI as part of those interactions unless the user specifically opts in with their OpenAI account details.”
—BRAD WEBER, INSPIRINGAPPS CEO

In short, Apple’s commitment to privacy is a key differentiator, and businesses should follow their lead.

3. Consider Swift 6 adoption.

Recommendation: Consider adopting Swift 6 for your development projects to reach a wider audience and streamline your development processes.

“I’m excited to see Apple’s Swift 6 push on Windows and Linux, including improved Swift language support in Microsoft’s Visual Studio Code editor. Our team enjoys Swift development, and the language’s safety features have definitely reduced incidents of crashes on Apple devices. I look forward to those same benefits on other platforms.”
—BRAD WEBER, INSPIRINGAPPS CEO

4. Stay adaptable.

Recommendation: Businesses should explore the full spectrum of AI and machine learning technologies to find the most effective solutions for their specific needs.

From predictive analytics and recommendation engines to computer vision and natural language processing, there are numerous ways to harness intelligence to benefit users and drive business growth.

“It’s important to remember that generative AI is not the only form of AI. Although it has captured headlines for the last year or two, there are loads of other ways to benefit users with the thoughtful use of AI and ML.”
—BRAD WEBER, INSPIRINGAPPS CEO

Advanced predictive analytics can provide valuable insights into future trends and user behaviors. Intelligence can use data analysis to predict popular features, design elements, and evolving user needs. This foresight can inform decisions, helping to create digital products that meet current user expectations and are well-positioned to adapt to future demands.

Smart Business Moves

Apple’s advancements present both opportunities and challenges for businesses of all sizes. By focusing on seamless integration, user privacy, and delivering tangible benefits through smart algorithms and machine learning, businesses can position themselves for success. The key is to approach all development decisions with a user-centric mindset, focusing on how technologies can solve problems, streamline processes, and create meaningful benefits for your target audience. In other words, always prioritize creating value for your users.