Applying to work flexibly

[debster]

Hi - I wondered if anyone had been through this process and if they had any suggestions about how I go about doing this. I work for a local authority and would like to reduce my hours from 37 to 30 per week. This would involve working 6 hours per day from 8.30am to 2.30pm. This is so I can leave work in time to pick my son up from school.

I have a form to complete but am concerned that if I don't fill it in properly then my request will be refused. The questions that are causing me the most problems are:

1. Impact of the proposed working arrangement - Please describe here what effect your proposed change in working days/hours/times will have on both the work that you do and on your colleagues.

Why should I have to provide the negatives isn't that their job? I realise that working the earlier part of the day means that for about 3 hours in the afternoon my post will not be covered. However all I was going to say here was that colleagues wouldn't have access to me during the times I was not in the office and would have to wait until I returned or ask my line manager. Also that I wouldn't be able to attend meetings scheduled during those times. Should I say this or is there something else I could write that would make it look better?

and

2. Accommodating the proposed working arrangement - Please provide suggestions on how your request can be accommodated to minimise the impact on your service and colleagues.

Again, knowng what I shouldn't say here would be useful.

I'm sorry this is so long but I really want to get this right as it is really important for me and my family.

Please help.

Hi Debster
I haven't been through this process, but I also work for a local authority and have responsibility for personnel issues for my section (I'm not a personnel officer though - just someone that personnel staff talk to and vice versa regarding personnel issues).

I take it that you are trying to move to a 0.8 post. Is there not an option for the 0.2 part of your FT post to be filled by someone else (ie it becomes a job share) so that the hours when you're not there, someone is actually covering your post. I'm not sure how practical that would be because you're talking about doing a 08.30 - 2.30pm day, and finding people for the end of the day can be difficult, but that is one suggestion you could make. If that happened, there would be no impact on the service you provide or on your colleagues or line manager.

As a part timer myself, I have to say that it is likely that your workload won't decrease significantly - I'm 0.5, but to do my job properly, I should really do at least 0.7, and that's about the level of workload I have. You need to be forewarned and forearmed about that one - by saying that people will have to wait until you get back, you are effectively agreeing to fit your full time workload into a part time job - be careful!!

Another thing you could mention under 1 is that by moving to part time, you will be less stressed than if you have to remain at full time, and the impact of that will be a better service for your department....it's a positive!

Under 2, it depends which department you work in. For example, if you work in education and have to liaise with schools, the fact that you're not going to be there at the end of the day won't be a big deal. Can you demonstrate that there is a bigger workload in the first 2/3 of the day? - ie do you get many more phone calls during that time, do you get many more e-mails during that time, are meetings usually in the morning?

Another thing you could say under 2 is that you would ensure that you send all the people you work with (external and internal) an email explaining your change in hours and when you can be contacted, and you would change your e-mail footer and voice mail to say when you're available. By doing that you will be minimising the impact of you not being there in the afternoon because everyone will know and theoretically won't expect a response immediately.

If you're in a managerial post, you could suggest that some more admin support (perhaps paid for in part out of the 0.2 salary saving they are making from you) could help....or maybe that's a bit cheeky!! In my department, that would be laughed out, but I'd put it in anyway to make a point! (under staffed, under resourced, massive budget overspend....you know how it is!)

Remember that you have a legal right to make this request and they have to take it seriously. If you're really worried about it, speak to someone in your personnel department for guidance - they should help you if you have specific queries or concerns.

Hope this has helped a bit!

Hi Debster,
I applied for flexible working last year (4 days per week) and was granted it, but I didn't have a form to fill in. In the work I do, I can outsource certain tasks or projects, and there are other colleagues who can cover in emergencies or take messages, etc.

I'd just reassure you by saying that (apparently) 80% of such requests were granted in the first year, and local authority employers have to be very careful not to breach their equal opportunities policy. For number (1) limit the negatives while showing some consideration to other colleagues in your team, and for number (2) suggest any solutions you can think of. For example, can you divert your phone to voicemail, use email more, rearrange meeting times or have access to technology/training which would make you more efficient? Can you delegate tasks to other people/departments?

Just try to show that you are still a committed team player, etc. but they need to meet you halfway. Otherwise, have you looked at the dti website www.tiger.gov.uk?

Thanks both of you for the fantastic advice. I've been pondering this all weekend. Good point lalaa about be careful not to agree to do my normal job in less hours. Also good idea about saying busy times occur during the first part of the day (true).