Designing impactful flexible work arrangement policies: Why it matters and how to start right

With the prevalence of FWAs, and the TG-FWAR setting new standards for formal requests, having a structured policy ensures transparency, smoother implementation, and fair decision-making across the organisation, writes Tripartite Alliance for Fair and Progressive Employment Practices (TAFEP).

With the introduction of the Tripartite Guidelines on Flexible Work Arrangement Requests (TG-FWAR), every employer should have a process in place to consider formal flexible work arrangement (FWA) requests.

FWAs extend far beyond work-from-home arrangements, covering a wide range of options such as Staggered Time and Compressed Work Schedule. The adoption of FWAs has also become more prevalent in workplaces, with 72.7% of organisations in Singapore offering FWAs in 2024.

While the TG-FWAR does not mandate organisations to have a FWA policy, having one offers valuable clarity and structure for both employer and employee as it communicates how FWAs will be managed within the organisation.

Why develop a FWA policy?

Having a FWA policy ensures everyone in the organisation shares a common understanding of the processes and expectations for using and requesting FWAs.

Some key benefits of having a FWA policy include:

• Smoother implementation of FWA processes, as there is transparency on how such processes will be managed.
• Enables employees to self-assess their suitability for specific FWAs prior to submitting a request, and to prepare to meet the relevant expectations for using them.
• Guides supervisors to manage FWAs and FWA requests consistently and fairly, in line with the organisation’s processes.

What to include in a FWA policy?

Employers can include key information such as:

1. Objectives and guiding values
   1. Convey your organisation’s objectives in offering FWAs.
   2. Share guiding values that will contribute to the success of FWA implementation, for example: “There should be trust and respect between supervisor and employee — trust that job commitments and responsibilities will be met and respect for employees’ needs and their dedication to fulfil work responsibilities.”
      
2. Types of FWAs available 
   1. Specify the FWAs available in your organisation, along with details on how each arrangement will work in practice. You may refer to this list for the different types of FWAs. “Considerations such as staffing needs, the employee's performance, the nature of the job role and client’s requirements will be considered before approval is granted for staggered time arrangement.”
      
3. FWA request process
   1. Outline the process for submitting and managing FWA requests, for example: 
      1. The template FWA request form to be used, the information your employees should furnish, and the party to whom the completed form should be sent.
      2. Evaluation criteria for reviewing a FWA request.
      3. Where required, supervisors may arrange meetings to clarify and discuss the FWA request with the employee.
      4. A written decision on the FWA request to be shared with the employee within two months from the date of request, in line with the TG-FWAR.
         
4. Roles and responsibilities
   1. Communicate that all stakeholders in the organisation play important roles in ensuring the success of FWA implementation, for example:
      1. [For employees] Set expectations on the responsible use of FWAs, for example: “FWAs are based on mutual trust. Employees are expected to maintain the same standards of professionalism, responsiveness, and performance while on FWA.”
      2. [For supervisors] Communicate performance management principles for employees on FWAs, for example: “Instead of valuing employees based on their work hours, supervisors are encouraged to measure performance by outcomes.”

How to make your FWA policy effective

Kickstart your organisation’s FWA policy by using this FWA policy template and tailor it to fit your organisation’s unique business needs.

Once the FWA policy is in place, communicate clearly what it covers and how employees can access it. Also, equip supervisors with the relevant training so they can manage FWAs effectively and in accordance with the FWA policy.

Ultimately, developing an FWA policy is an ongoing process, and not a one-off exercise. Regularly monitor the impact and outcomes of FWAs and update the FWA policy as your organisation continuously refines its approach to flexible work.

Looking to enhance work-life harmony in your organisation? Explore other practical tips and insights through TAFEP’s Work-Life Harmony resources.

The Tripartite Alliance for Fair and Progressive Employment Practices (TAFEP) provides information and resources to help employers and HR professionals keep abreast of HR best practices. Visit tafep.sg to find out more.