Handling flexible working requests fairly, starting from day one
Flexible working has been a hot topic for years, but the legal changes back in April 2024 has pushed it back to the top of the agenda.
Employees can now make a flexible working request from their very first day in a new job, which has left many employers asking ‘how do we handle this fairly?’
It sounds simple, but in practice it raises a few questions. What if a new starter asks to change their hours before they’ve even settled in? How do you weigh up requests from maternity returners who need flexibility from day one? And how do you make sure decisions are fair, consistent, and most importantly legally compliant?
The good news is that with the right approach, policies, and culture, you can support flexibility without losing sight of business needs. Here’s how.
Start with a clear policy
Have a flexible working policy that’s easy to find and understand. New hires should know from the get-go how to make a request, what the process looks like, and what kind of flexibility might be possible. Whether it’s remote work, compressed hours, or job sharing, clarity helps everyone.
Train your managers
Managers are often the first point of contact for flexible working requests, so they need to be clued up. That means understanding the legal side (like the eight valid reasons for refusing a request) and knowing how to assess each case fairly. Bias, conscious or not, can happen, so training should cover how to spot and avoid it.
Be open from the start
Since employees can now make requests on day one, it’s a good idea to talk about flexibility during recruitment and onboarding. If a role can be done remotely or with flexible hours, say so. It sets the tone that your workplace is open to different ways of working, and helps attract a wider range of talent.
Treat every request seriously
Even if a request seems tricky, don’t dismiss it immediately, take time to think about the role, the team, and the business needs. If full flexibility isn’t possible, could you offer a compromise? Maybe a trial period or a hybrid setup? The key is to have a conversation, not just tick a box.
Keep things fair and consistent
Fairness means applying the same standards to everyone. Don’t approve one person’s request and reject another’s without a clear reason. Keep notes and document decisions, explain your thinking, and make sure you’re not unintentionally favouring certain groups. Flexibility should be about the role, not the person.
Make flexibility part of your culture
Handling requests fairly isn’t just about policies, it’s about creating a workplace culture which makes your business a great place to work. Encourage your teams to think creatively about how work gets done. It’s a good idea to keep checking in to see what’s working and what’s not.
