Flexible work: manager's checklist

Last Updated: July 20, 2021

On this page:


A Telework Agreement (DOCX, 95KB) must be signed by you and your supervisor for any flexible work arrangements where the employee is working at home or another location outside of the office.

The agreement requires an occupational safety inspection, emergency preparedness and information security.


Before you start

It is key for the supervisor to approve flexible work arrangements in advance.

This checklist assists managers in making decisions about flexible work option proposals. It includes questions for consideration, an evaluation checklist for general pre-work and how to have a conversation with your employee about flexible work

Download the full manager's checklist


How to manage flexible work options

The BC Public Service is committed to a sustainable approach to flexible work, balancing employee preferences, the responsibilities of the employer and our shared commitment to serving the public.

Employees can consider flexible work options, including working from home or “telework”. Your role as a supervisor is to review, consider and where appropriate approve requests for flexible work. Approved flexible work arrangements should be reviewed annually.

When considering whether to approve a request for flexible work, you and your employee must observe all mandatory requirements and the flexible work guiding principles.

Communicate these requirements and guiding principles clearly to an employee interested in requesting a flexible work arrangement. This helps your employee understand approval requirements and other key considerations related to flexible work and ensuring approved work arrangements are positioned for success.

Once approved, both supervisors and employees should file the signed telework agreement according to their ministry’s records management requirement.

Remember to review all telework agreements annually.


Manager's pre-work

When considering a flexible work option proposal by an employee, consider these questions to help you evaluate your readiness and the readiness of the team for the arrangement.

Approach and philosophy

  • Is my leadership style conducive to supporting flexible work options? If not, how can I think differently and more flexibly?
  • How can I focus more on performance and results?
  • What are the job functions within my branch? What is the work distribution? Are there reasonable workloads? Is it operationally feasible? What positions would benefit from flexible work options?

Communications and awareness

  • Have I talked with other colleagues?
  • Have I reviewed the Flexible Workplaces content on MyHR and discussed with my management team?
  • Are my employees aware of the Flexible Workplaces content on MyHR?
  • What other branches have been successful with flexible work options and why?
  • What are some of the success stories?

Due consideration and transparency

  • How will I consider all requests fairly?
  • How can I ensure my decisions are based on a strategic approach?
  • How can I ensure that decisions are communicated to employees in an open, timely and appropriate manner?

How to have a conversation with your employee about their flexible work proposal

Consider the following questions when assessing an employee proposal for flexible work. This will help ensure the proposed arrangement meets all mandatory requirements and is aligns with the flexible work guiding principles.

Employee needs and expectations

  • What are the employee’s personal needs and expectations?
  • What are the employee’s work life balance goals?
  • Will the proposed flexible work option assist in achieving their personal needs and work life balance goals?

Team needs and goals

  • What are the needs and expectations of other team members?
  • Is the work of the employee and team conducive to a flexible work option?
  • What would be the impacts and benefits of the proposed flexible work option on team members?
  • How will the proposed flexible work option contribute to meeting work and team goals?

Business goals and impacts

  • What are the business goals?
  • What are the work goals (i.e. deliverables, outputs) for the employee?
  • Can these be done flexibly? Think about:
    • Are they highly operational?
    • Do they require face-to-face interaction?
    • Do they need to be done in the office?
  • How can/will these work goals be measured?
  • Would this position benefit from a flexible work option?
  • Is it operationally feasible?
  • Are there other types of flexible work options that can be considered?

Customer/Client needs and expectations

  • What are the expectations and needs of our customers/clients – internal and external?
  • What would the potential impacts be if flexible work options were introduced?
  • Would these expectations and needs be met and/or exceeded with flexible work options in place?

Policy, legislation and/or collective agreements

  • What are the requirements of relevant policy, legislation, Collective Agreement, terms and conditions of employment?

Hours of operation

  • How does the proposed flexible work option impact the hours of operation/schedules within the branch? Does this flexible work option request fall within hours of operation for the ministry/work unit/branch including peak hours and days?
  • Will the proposed schedule enable the employee to meet operational and business requirements?
  • How will coverage and back up issues be handled to ensure adequate coverage?

Health and safety

  • Will there be any Health and Safety issues/impacts and how will they be addressed?

Costs

  • Are there set up and ongoing costs to this proposed flexible work option?

Administration

  • How will this proposed flexible work option be coordinated and tracked?
  • How will overtime and substitution pay be handled?
  • How will effective communications occur? (i.e. team meetings)
  • How will the success of this flexible work option be evaluated? How long for a pilot?

Technology, equipment and support

  • What computer and/or office equipment and materials will be required to support this flexible work option? Who will provide it?
  • What technology and support will be required to support flexible work option? What about maintenance?