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Resources for Flexible Work Arrangements

Stay connected, inspired, and productive with these resources and tools, created to help you thrive in your flexible work experience.

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Building Connection and Staying Engaged

Check out the curated content on these topics to help you thrive and succeed in your flexible work setup.

As employees may be working from a home office, it’s important to set up a space that’s comfortable, healthy, and safe. Focus on creating an environment that promotes comfort, functionality, health, safety, accessibility, and privacy to help maintain a professional and distraction-free workspace.

Please designate an adequate and separate workstation in your home and ensure satisfactory safety at your home office.  To help ensure your safety at home, the Home Workspace Self-Assessment Safety Checklist is required. Please review this short video on how to ensure your home office is setup ergonomically. Additional McMaster Resources for Working Remotely are available online.

Aside from equipment supplied by McMaster (for example laptop, monitor, keyboard, mouse, as applicable, depending on the nature of work), an employee is expected to use their own equipment in establishing the home office, and they are responsible for the maintenance and repair of that equipment. Any equipment purchased by the employee and reimbursed by McMaster, or supplied by McMaster, will remain the property of the University. McMaster will not be responsible for any costs that are associated with the employee using their home as an alternative worksite; for example, home maintenance, insurance, internet or telephone connection, or utilities.

Some employee groups have allowances available that may be used towards some of these expenditures, as outlined in respective policies. Employees are encouraged to review the policies to determine eligibility.

Employees will be required to return all equipment supplied by McMaster, should they leave the University.

Equipment and Electronics

Avoid risky electrical practices, like overloading circuits or modifying three-prong plugs to fit two-prong outlets. Without proper power circuitry and surge protection, you also risk data loss and damage to your electronics from power surges and blackouts.

When setting up your home office, be mindful of how you position your equipment. Keep power cords and telephone lines off the floor to prevent hazards.

If you need to move equipment, do so carefully to avoid injury or damage to your gear. And remember, not all components need to be in the same room—just make sure everything is conveniently located for easy access.

Communications Tools

Maintaining communication is an integral part of a successful flexible work arrangement. Employees must consider the importance of tools such as voicemail, email, electronic calendar, laptop computers, remote internet access, shared electronic folders and files, flash drives, and cell phones, and ensure they know how to use them. Seek assistance from University Technology Services early on in the process for assistance with equipment or networking needs. Where possible, meetings should have virtual attendance options available that you can request in advance.

McMaster University offers Microsoft Office 365 at no charge to students, staff, and faculty, and includes access to leading productivity and collaboration tools for everyone in the community. One such tool within O365 is Teams. Teams has the potential to optimize communication between staff, faculty and various teams. Groups can organize and create teams to have a central location to discuss projects, host virtual meetings, and share documents in a place that everyone can access.

It will also be important to be aware of the “contact tree” for emergency and contingency planning for your area through your supervisor or department head.

Secure Storage

If you work with confidential information at your home office, you need to ensure that you have secure storage to protect this material and reduce the risk of loss to the University.

The above information and area offices responsible can be accessed using the following links:

For Supervisors

Challenge Opportunity
It’s a challenge to track your team’s time when they work in different locations and flexible hours. Flexible work arrangements focus on managing by results—ensuring tasks are completed on time and meet quality standards—rather than by overseeing every step. This approach fosters trust and empowers employees to thrive. By setting clear standards and expectations for all, we create a culture of accountability and support, whether or not flexible work options are in place.
The nature of the job does not support a flexible work arrangement. Be sure to reach out to HR, your supervisor, Director, or AVP for guidance when needed. After thoughtful discussion with the employee and the team, share a clear and thoughtful explanation for your decision. Keep an open mind when considering all requests. If a request isn’t feasible, show your support by exploring alternative solutions that work well for both you and the employee.
You’ve noticed that a flex-time employee is struggling with sticking to their early start or late finish times. Perceived inequity can sometimes affect morale within teams, but it’s an opportunity to strengthen communication and understanding. The manager should have an open conversation with the employee to understand their perspective and explore possible solutions. It might be as simple as clarifying expectations around work hours or adjusting the schedule to better suit everyone. Addressing these matters with care and timeliness helps prevent misunderstandings and keeps things on track. For guidance on how to approach this conversation, refer to the GROW model for helpful tips.
You’re unsure as to how to best to track the arrangement to see if it’s working out successfully for all. Regular check-ins provide a valuable opportunity to discuss progress, address any concerns, and plan for the future. While an annual review is important, more frequent reviews—quarterly or semi-annually—can be even more helpful. It’s a great idea to agree with the employee on how to measure performance under the flexible work arrangement in advance. The performance expectations should be the same as those for others in similar roles, ensuring consistency and fairness across the team.

GROW Model – Issues with Flexible Work Arrangements

GROW Model – Responding to Flexible Work Arrangement Proposals 

Check out the University Technology Services (UTS) website to find the following:

The DO’s:

Trust Your Flex Workers
Focus on your leadership strengths by managing based on objectives and results. Build strong, trusting relationships and empower your employees to succeed.

Set Clear Expectations
Make sure to outline how success will be measured by setting clear, achievable objectives. Communicate these expectations from the start so everyone knows what’s expected.

Establish Core Hours & Service Standards
Set core hours based on operational needs, and make sure to share service standards and expectations with your team. Clarity upfront leads to smoother collaboration!

Keep Communication Open
Regular check-ins are key. Let your flex workers know you’re available and that they can reach out when needed. Stay connected to maintain a strong working relationship.

Create Standards for Communication
Set clear guidelines for communication within your team. Regular updates, whether one-on-one or as a group, help keep everyone aligned and informed. Agree on how often and through what methods communication should happen.

Provide Ongoing Feedback
Regular feedback helps keep everyone on track and ensures that employees feel supported. Make it a habit to offer constructive feedback, both positive and areas for growth.

Include Flex Workers in Goal Setting
Engage your flex workers in setting goals. When they’re part of the process, it boosts ownership and alignment with the team’s objectives.

Delegate Fairly
Distribute assignments evenly across the team, ensuring that everyone’s workload is balanced and manageable.

Encourage Inclusion
Make sure your flex workers feel involved in day-to-day activities. Keep an eye out for signs of isolation, and find ways to keep them connected with the team.

Embrace Flexibility & Continuous Improvement
Expect some bumps along the way. See challenges as opportunities to learn and grow as a team. Regular debriefs and adjustments are part of the process, helping everyone improve communication and performance.

Be Ready to Adjust if Needed
If an arrangement isn’t working as planned, have an open conversation with your employee. It’s okay to discuss adjustments or even reconsider the arrangement if necessary. Document the conversation and address any concerns together before making a decision.

Ensure Regular In-Office or Connection Time
Make sure your flex workers still have time in the office or regular meetings to maintain a sense of connection. Consider other opportunities for team-building and strengthening the company culture.

The DON’Ts:

Provide Thoughtful Feedback on Flexible Work Proposals
Instead of simply saying no to a flexible work request, take the time to review it with the employee. Offer clear, constructive feedback if the proposal needs to be declined, or explore possible adjustments for a mutually beneficial compromise.

Check In, Don’t Just Check Up
Instead of calling early in the morning to check if your flex worker is “at work,” try checking in to see how things are going. Offer support, listen to any challenges, and stay connected. Flex workers need to feel seen and supported.

One Setback Doesn’t Define Flexible Work
Don’t let a single unsuccessful attempt at flexible work give the entire concept a bad reputation. Every situation is unique, and it’s important to approach each one with an open mind and a focus on finding solutions.

Remember, Not Everyone Wants Flexible Work
Understand that flexible work isn’t the right fit for everyone. Respect your employees’ individual preferences and needs – some may prefer a more traditional schedule, and that’s perfectly okay!

For Employees

Challenge Opportunity
You’re concerned that your supervisor may turn down your request. It’s natural to feel concerned about how your supervisor might respond to your request, but it’s also an opportunity to have an open conversation and share your perspective. You might find more understanding and support than you expect. Once you have a clear idea of what you want, take some time to consider how the arrangement might impact your team. Chat with your co-workers and think through the details for yourself. Use the information in this guide to assess your needs and goals. Being well-prepared shows your commitment to making flexible work arrangements successful for everyone.
Your supervisor turns down all or part of your request. If reasons aren’t provided, don’t hesitate to ask for clarification. Take the opportunity to address any specific concerns and consider adjusting your request if needed. Stay open to discussion and find common ground where possible. It’s also important to be open to the idea that, depending on the nature of your role or team, this arrangement might not be the right fit—but there may be other ways to explore flexibility.
Co-workers express reservations about your work arrangements. Start by acknowledging the contributions of your co-workers in helping make your flexible work arrangement a success. Remember, flexibility goes both ways—being open and adaptable yourself helps create a positive environment for everyone. There may be times when attending key meetings on remote workdays or adjusting schedules is needed, but these are opportunities to collaborate and find solutions together. Engage with your co-workers for their feedback, both positive and constructive. By listening and addressing concerns, you can work together to find ways to make the arrangement even better for everyone.
Co-workers tell you they don’t know your schedule. Keep the lines of communication open with your colleagues. Share your schedule in a visible or easily accessible place so everyone stays in the loop. Using a shared electronic calendar is a simple and effective way to keep everyone informed and connected.

 

The DO’s:

Value Your Flexible Work Arrangement
Commit to success by meeting the expectations set by your supervisor and making the most of your flexible work setup.

Be Prepared
Take time to think about how your flexible work arrangement might impact your work, and be ready to adapt as needed.

Seek Feedback
Reach out to colleagues for their input and support regarding your flexible work arrangement—whether it’s a team-based or individual request.

Adjust When Needed
If not all aspects of your flexible work request are approved, be open to modifying your plan to make it work.

Stay Connected
Keep in touch with colleagues and share your schedule using tools like Outlook Calendar, voicemail, email, or Microsoft Teams to ensure smooth collaboration.

Support Your Colleagues
Be flexible in helping your teammates set up their own work arrangements. Teamwork is key!

Keep Communication Open
Check in with your supervisor regularly to discuss how your arrangement is going and make adjustments if needed.

Revisit When Necessary
If your arrangement isn’t meeting your needs, don’t hesitate to revisit or cancel it. It’s important that it works for everyone.

Keep Your Calendar Updated
Remember to inform those scheduling meetings of your work schedule and keep your calendar current.

Respect the Privilege
Flexible work arrangements are a privilege, so let’s make sure they’re valued and maintained for everyone’s benefit.

The DON’Ts:

Communicate Your Schedule
Avoid shifting your schedule daily without keeping your team and manager in the loop. Clear communication is key!

Respect Scheduled Meetings
Try not to cancel important meetings on your work-from-home days. If something comes up, communicate early and reschedule when necessary.

Notify Your Manager for Short-Notice Changes
If you need to work from home unexpectedly, make sure to notify your manager as soon as possible so they’re aware.

Embrace Flexibility
Remember, things won’t always go perfectly. Allow room for adjustments and be flexible as you navigate your work arrangement.

Health and safety considerations must be reviewed prior to determining whether a flexible work arrangement is appropriate. If all parties agree to a flexible work arrangement, the health and safety checklist must be completed and included as part of the written agreement about the arrangement.

McMaster is committed to creating a healthy and safe work environment for everyone that works, studies or visits the campus. This commitment and duty also extends to university employees who work from home. Employees are responsible for setting up an appropriate work environment within their home, which provides the same level of safety and security as the regular work office.

Please review this short video on how to ensure your home office is setup ergonomically.

Workplace Injuries

When an employee is injured while working from home, they must comply with the normal reporting requirements for any work-related accident as outlined in the reporting procedures. Employees should first treat or seek treatment for the injury, and then report the injury to their supervisor, just as they would if they were injured at the office through the Injury/Illness Report. Please reference RMM 1000 Reporting and Investigating Injury/Incident/Occupational Disease for more information.

McMaster is not responsible and assumes no liability for any injuries to family members, visitors, and others in the employee’s home.

Workplace Violence

Employees with flexible work arrangements are subject to all of the same policies and procedures and expected standards of conduct as all other McMaster employees, including Violence in the Workplace Policy.

Threats or incidents of workplace violence should be reported to the supervisor, a person in authority or Security and Parking Services. The University has an established Accident/Incident form that employees are required to fill out in conjunction with their supervisor for any Health and Safety related issue. If you ever have an immediate fear for your safety while working remotely, call the police at 911. For on-campus safety matters, it is recommended that community members download the McMaster Safety App or contact McMaster Security Services.

Meeting Visitors

For health and safety reasons, employees cannot have work meetings with clients or others in their homes. This restriction needs to be included in working at home (flexible work arrangements) agreements.

Productivity and well-being best practises

For successful meetings

Be Mindful of Timing
When scheduling meetings, try booking them for 20 minutes instead of 30, and 50 minutes instead of a full hour. This gives everyone a chance to stretch or transition between meetings. If possible, keep Friday afternoons meeting-free to allow for uninterrupted work and preparation for the week ahead.

Be Purposeful with Meetings
Before scheduling, ask yourself if a meeting is truly necessary or if there’s another way to share information or gather input. Sometimes a quick phone call is a better option than a video call, giving people the freedom to move around and take a break from their screens.

Invite Only Essential Attendees
Be selective with your invites—only bring in those who really need to be there to keep meetings focused and efficient.

Set a Clear Agenda
Make sure to create a meeting agenda with time allocated for each topic. This helps ensure you stay on track and finish on time.

Managing responsibilities

Lighten Your Load Where Possible
Look for ways to ease your workload and reconsider due dates when you can. A little flexibility can make a big difference.

Prioritize What Matters
Clarify with colleagues and supervisors what tasks are urgent and must be done versus those that can be deferred. Treating every task as critical can lead to burnout and overwhelm.

Respect Everyone’s Time
Be mindful of your time and that of your colleagues. Everyone may be juggling tight deadlines, so keeping interactions efficient and respectful is key.

Schedule Focused Work Time
Block out time in your calendar for uninterrupted work to plan and concentrate on assignments without distractions.

Take Breaks & Plan Family Time
Be sure to block out a lunch break and schedule time for family commitments. Balance is important!

Streamline Workflow with Tools
Consider using tools like Microsoft Teams to help streamline your workflow and reduce the need for frequent meetings.

For well-being

Keep Communication Open
Stay connected with your colleagues and ensure everyone knows about the support available, like the Employee and Family Assistance Plan (EFAP) for confidential counselling.

Take Time to Recharge
Don’t forget to take your vacation time, even if you’re staying home. Time to relax and recharge is important for your well-being.

Get Involved in Well-Being Initiatives
Participate in employee well-being programs to support both your mental and physical health.

Explore the Okanagan Charter
Check out the Okanagan Charter website for a variety of resources designed to support your overall well-being.

Stay Healthy While Working from Home
Review these helpful tips for staying healthy and productive when working remotely.

Access Mental Health Resources
Take advantage of the mental health resources available for both employees and managers to stay supported.

Managers: Call for Support
If you’re a manager or supervisor, don’t hesitate to call the EFAP Key Person Advice Line for immediate guidance if you’re unsure how to handle a particular situation.