+ All Categories
Home > Documents > Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you...

Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you...

Date post: 18-Apr-2020
Category:
Upload: others
View: 2 times
Download: 0 times
Share this document with a friend
29
Readiness assessment Is your organisation ready for a strategic approach to flexibility?
Transcript
Page 1: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

ReadinessassessmentIs your organisation ready for a strategic approach to flexibility?

Page 2: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

Contents

Section 1: Introduction 1

Whyconductareadinessassessment? 1

Whoshouldconducttheassessment? 2

Thestructureofthistoolkit 2

Section 2: Flexibility roadmap and capability framework 3

Theflexibilityroadmap 4

Flexibilitycapabilityframework 5

Section 3: Flexibility readiness assessment 6

Howtocompletethereadinessassessment 6

Stakeholderengagementintheassessment 6

Capability1assessment:leadership 7

Capability2assessment:businesscase 8

Capability3assessment:flexibilityvision,strategyandpolicy 9

Capability4assessment:managementcapability 13

Capability5assessment:employeeexperience 14

Capability6assessment:resultsmanagement 15

Capability7assessment:technologyandinfrastructure 17

Capability8assessment:clientandsuplierexperience 20

Capability9assessment:learningcycle 21

Capability10assessment:changemanagement 22

Overall scoring 24

Where to next? 26

Page 3: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au 1

Manyorganisationshaveidentifiedworkplaceflexibilityasastrategicpriorityandarecommittedtomovingtowardsallrolesbeingflexible.Keydriversfortakingastrategicapproachtoflexibilitymaydifferdependingontheorganisationandmayincludetheprioritisationofflexibilityinthegenderequalitystrategy,culturalchangeprogramsorthroughworkplaceredesign.

Regardlessofthedriver,itisimportanttoseeflexibilitythroughastrategiclensandrecognisethechangemanagementprocessrequired.

Figure 1: The step change process

D) ReviewHowarewetravelling?

FLEXIBILITYBENCHMARKS

C) ImplementHowcanwestart(orkeep)moving?

FLEXIBILITY ACTION PLANS

B) DesignWhatisthebestroutetogetthere?

FLEXIBILITY DIAGNOSTIC

FLEXIBILITY STRATEGY

A) AnalyseWherearewenow?Wheredowewanttobe(andwhy)?

Aworkplaceflexibilitystrategydefinesthevision,objectivesandactionsforflexibilityinanorganisation.Typically,thestrategywillindicatehowtheseobjectiveswillberealised,andwillprovideanassessmentofrisksandsuccessfactors.

Withanystrategyprocessanorganisationusuallyasksthequestions‘wherearewenow,wherearewegoingandhowwillwegetthere?Therearemanydifferentmodelsandproprietarytoolsformanagingorganisationalchange.Thediagrambelowshowsthetypicalstepsinvolvedinchange.

Thistoolkitisdesignedtoassistyouwiththefirststepofthestrategyandchangejourney.Priortodevelopingyourworkplaceflexibilitystrategy,itisrecommendedthatyouundertakeareadinessassessment.Thistoolkitprovidestheframeworkandpracticalguidetoconductingasystematicdiagnosisof‘wherearewenow’-akeyinputtobuildingyourworkplaceflexibilitystrategy.

Specifically,thistoolkitaimsto:

➡➡ provideacomprehensiveframeworkfororganisationalflexibility

➡➡ enableorganisationstoplotwheretheyareontheflexibilityroadmap

➡➡ helporganisationsconductaflexibilityassessment.

Section1:Introduction

Page 4: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au2

Who should conduct the assessment?

Thereadinessassessmenthasbeendesignedtoassistorganisationsofallsizesandinallindustries.Itisrecommendedthattheprojectmanageroftheworkplaceflexibilityprogramconducttheinitialassessment.Responsibilityforthisprogrammayoftensitwithinthehumanresourcedepartment,operationsorfinance.

Oncetheinitialassessmentisconducteditisusefultotesttheassessmentwithotherkeystakeholdersincluding:CFO,COO,membersofthefinancedepartment,diversitypractitioners,managersandemployeeswhoaremanagingandtakingupflexibility,changemanagersandtheirteams,seniorexecutivesandorganisationalleaders,informationandtechnologyprofessionals,andfacilitiesandaccommodationteams.Theassessmentmayalsoseekinputfromthediversitycouncil.

Dependingonthesizeofyourorganisation,itmaybeusefultoconducttheassessmentatboththeorganisationlevel,aswellasthedivisionalleveltodeterminehowdifferentflexibilityisembeddedindifferentpartsoftheorganisation.

The structure of this toolkit

Thistoolkithastwomainparts.Sectiontwooutlinestheflexibilityroadmapandcapabilityframework.Sectionthreeprovidesacomprehensivereadinessassessmentfororganisationstogainadeeperunderstandingofthecurrentstateofworkplaceflexibilityasafoundationfordevelopingaflexibilitystrategy.

Page 5: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au 3

Thissectionoutlinestheflexibilityroadmapandcapabilityframework.Theframeworkoutlines10specificareasrequiredforachievingorganisation-wideandstrategicflexibility.

4

1

CompliantGender equality

effort compliance- driven only

IntegratedGender equality is internalised in

systems

Com

mit

men

t

Action

0

Gender equality issues are not

even recognised

Avoiding

2

Gender programs are provided for

ad hoc needs

Programmatic

3

Gender strategy and action plans

implemented

Strategic

5

Gender equality is a business and

cultural norm

Sustainable

The flexibility roadmap

Understandingatahighlevelwhereyouareontheflexibilityroadmapwillhelpyourorganisationdeterminethestartingpointofthejourneyandsetclearstrategicobjectives,aswellasidentifywhichspecificflexibilitycapabilitiestofocusonasyourstrategydevelops.

Section2:Flexibilityroadmapandcapabilityframework

Figure 2: Gender equality roadmap

Aligned to the gender equality roadmap

Thegenderstrategytoolkitoutlinesthegenderequalityroadmap.The‘genderequalityroadmap’(roadmap)isdesignedtohelporganisationsunderstandthenatureofthegenderequality‘journey’andtheidentifiablephaseswithinit,fromleasteffectivepracticetohighlyeffectivebestpractice.Theroadmapenablesorganisationstoplotwheretheyareontheirjourney.Stakeholderscanthenidentifywhatprogresslookslikeandplanaccordingly.Theroadmapactsasbothaframeworkforidentifyingandunderstandinggenderequalityprogress(orabsenceofit),andasacommonlanguageforstakeholderstodiscussprogress.

Withinthegenderstrategytoolkitthereare12keyfocusareasthatmakeupessentialcomponentsofacomprehensivegenderequalitystrategy:stakeholderengagement,leadershipaccountability,strategyandbusinesscase,measurementandreporting,policiesandprocesses,supplychain,gendercomposition,genderpayequity,flexibility,talentpipeline,leaderandmanagercapabilityandgenderinclusiveculture.

FormoreinformationonthegenderequalityroadmapandensuringalignmentbetweenyouroverarchinggenderequalityandflexibilitystrategyvisittheAgency’swebsite.

Page 6: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au4

The flexibility roadmap

Wehaveadaptedthegenderequalityroadmapmodelspecificallyforworkplaceflexibilitytohelporganisationsthinkabouttheflexibilityjourneyandwheretheyarepositionedoverall.Doestheorganisationviewflexibilityasacomplianceorprogrammaticissue,inthesensethatflexibleworkingarrangementsareofferedinalimitedway,ordoestheorganisationviewflexibilityinamoreholisticway,whereflexibilityispartoftheorganisation’sstrategyandfactoredintothewayworkisdone?Ordoestheorganisationliesomewhereinbetween?

Com

mit

men

t

Level of strategic integration across the organisation

2. Basic

Embedded3. Embedded

1. Limited

Theflexibilityroadmaphasbeensimplifiedintothreedistinctstages:‘limited’,‘basic’and‘embedded’,whicharealignedtothesixbroadphasesoutlinedinthegenderstrategytoolkit.Youcanuseyourassessmentagainstthecapabilityframeworktoplotyourpositionontheflexibilityroadmap.Eachphaseisoutlinedbelow.

No Stage Description➡/➡characteristics

1. Limited ➡➡ Thisisconsistentwiththe‘avoidance’or‘complianceapproach’onthegenderequalityroadmap.

➡➡ Norecognitionofhoweffectiveflexibleworkandfamily-friendlypolicies/practicescanpromotegenderequalityanddiversity.

➡➡ Genericflexibleworkandfamily-friendlypolicies/practicesonlyexisttotheextenttheyarerequiredbylegislationorregulation.

2. Basic ➡➡ Thisisconsistentwiththe‘programmatic’approachonthegenderequalityroadmap.

➡➡ Flexibleworkandfamily-friendlypolicies/practicesareprovidedtomeettheneedsofspecificgroupsorindividuals.

➡➡ Typicallyflexibilityisseenasahumanresourcefunctiononly.

3. Embedded ➡➡ Thisisconsistentwiththe‘strategic’,‘integrated’and‘sustainable’approachonthegenderequalityroadmap.

➡➡ Enablingprogressionasflexibilitybecomesstrategicinthemindset,systemsandculture.

➡➡ Flexibleworkandfamily-friendlypolicies/practicesaredesignedandaccessibletobenefitallemployees;theflexibilitybusinesscaseisestablished.

➡➡ Flexibleworkandfamily-friendlypolicies/practicesareleveragedasabusinessenabler;novaluejudgementsaremadeaboutflexibilityneeds.

➡➡ Flexible,family-friendlyworkingisexpected,normalisedandequitablyaccessible;itisintegraltoallbusinessandpeoplepractices(e.g.workforceplanning).

➡➡ Theflexibilitystrategyisalignedtothebusinessstrategyandtheorganisationismovingtowardstheworkplaceofthefuture.

Figure 3: The flexibility roadmap

Page 7: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au 5

Flexibility capability framework

Inordertoachievepowerful,effectiveflexibility,corecapabilitiesareneededinanumberofareas.Thestrategicapproachseesflexibilitycapabilityasanimportantorganisationalissue.Whenissuesareseenasorganisational,ratherthanindividual,thereisoftenaparallelrealisationthattheyneedtobedealtwithcomprehensively,takingintoaccounteverypartoftheorganisation.

Inthecaseofflexibility,thetransformationthatoccurswhenanorganisationimprovesitsflexibilitycapabilityisfar-reaching.Itcaninvolvecreatingnewprocessesandsystemsaroundworktoenableawhollydifferentwayofdoingwork.Itcanrequiremanagersandemployeestochangethewaytheywork.Itcanalsorequirenewinfrastructureortechnology.Organisationsneedtocreateaholistic,integratedimplementationapproachthatinvolvesallthekeyplayerswhocanenableflexibility.

The10capabilityareasareillustratedinfigure4.Thenextsectionprovidesadescriptionofeachofthe10capabilitiesandprovidesanassessmenttooltoassistorganisationsdiagnosetheircurrentstatusoneachcapability(aseitherlimited,basicorembedded).

Leadership

Change management

Business case Management capability

Technology and infrastructure Client and supplier experience

Results management Learning cycle

Flexibility vision, strategy & policy Employee experience

Figure 4: Flexibility capability framework

Page 8: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au6

Section3:Flexibilityreadinessassessment

Completingtheflexibilityreadinessassessmentenablesyourorganisationtounderstandthestatusquo-animportantfirststepinconstructingatailoredstrategytoimproveflexibility.

Inorderfortheassessmenttobeusefultomostorganisations,itsfocusisonobservableaspectsthatarereadilyassessable.Togethertheseobservationsprovideastrongpictureofanorganisation’soverallflexibilitycapability,whileprovidingclarityaboutwhichindividualcapabilitiesrequireparticulardevelopment.

How to complete the readiness assessment

Theflexibilityreadinessassessmentisadiagnostictool,whichprovidesabasisforconsistentandrobustassessmentofyourorganisation’sprogressandperformanceagainstbestpracticeindicators(whichwehavecalled‘signposts’).Foreachcapability,aroadmapisprovidedthatenablesyoutoidentifywhetheryourorganisationsitsclosesttoeitherthe‘limited’orthe‘embedded’endoftheroadmap.

Stakeholder engagement in the assessment

Differentstakeholdersmayhavevaryingperspectivesandscoretheorganisationdifferently,accordingtothenatureoftheirroleandconnectiontothegenderequalityagenda(e.g.businessleader,teamleader,teammember,humanresourcemanager,diversitypractitioneretc.).

Thisisnotonlytobeexpected,butalsorepresentsavaluableinsight.Exploringthereasonsbehinddifferentstakeholderperspectivesmayuncoverissues,whicharespecifictoparticularpartsoftheworkforce.Themorediversethestakeholdersthatareconsulted,themorerobusttheassessmentprocesswillbe.

Consultingwithstakeholdersinthiswayisalsoanengagementandsupport-buildingprocessinitself.

Data sources for the readiness assessment

Inusingthediagnostictool,youmayalsofinditusefultodrawinformationfromthefollowingsources.

➡➡ annualWGEAcompliancereports(GEI4)

➡➡ WGEA Competitor Analysi s BenchmarkReports (GEI4)

➡➡ WGEAEmployerofChoiceforGenderEqualitysubmissionsandoutcomes

➡➡ policies,proceduresandpeoplemanagementframeworks(e.g.capabilitymodels)

➡➡ resultsfromemployeeengagementordiversitysurveys

➡➡ quantitativemetrics(e.g.flexibilityutilisation)

➡➡ leadershipcommunicationrelatingtogenderequalityandflexibility,includingthebusinesscaseandpolicies.

Page 9: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au 7

Organisationswithstrategicflexibilityhavestrongexecutiveleadershipcommitmenttoflexibility,togetherwithclearleadershipinthechangeprocess.Takingthejourneytowardsstrategicflexibilitycanrequiresignificantchange,whichsimplyfailswithoutstrongleadershipcommitmentorinvolvementintheprocess.

Leadersplayparticularlyimportantrolesinseveralways.

➡➡ Leadersestablishaccountabilityforthechangeprogram’soutcomes.

➡➡ Leadersarethenaturalexampleor‘model’offlexibilitythatsetsthetoneforthewholeorganisation.

➡➡ Leadersprovidecleardirectiontomanagersandemployees.

➡➡ Leadersfacilitatetheengagementofmanagersandotherstaffinthechangeprocessthroughinspiration,clarityandtheprovisionofresourcestosupportthechange.

Capability1assessment:leadership

1.2 Role modelling of flexible working arrangements by executive leadership: whenanorganisationempowersitsleaderstoworkflexibly,powerfulrole-modellingisestablishedthatinfluencestheworkplaceculturetowardsapositiveapproachtoflexibility.

Tickthesignpostthatbestdescribesexecutiveuptakeofflexibleworkingarrangements.

Status Signpost Your➡org

LimitedExecutiveleadershipteamissilent:theorganisation’sexecutiveleadershipissilentornegativeaboutthebenefitsofflexibilityfortheorganisation.

BasicLimiteddiscussionattheexecutivelevel:theorganisation’sexecutiveleadershiphaspubliclystateditscommitmenttoexploringthebenefitsofflexibility.

EmbeddedHighlyvisibleexecutiveleadership:theorganisation’sexecutiveleadershipmakesstrong,consistentstatementsabouttheimportanceofflexibilitytoachievingtheorganisation’sgoals.

Status Signpost Your➡org

LimitedLimitedseniorexecutiveuptake:aproportionallysmallnumberofSeniorExecutiveshavenoorlimitedflexibilityarrangements.

BasicMinimaluptake:amoderatenumberofseniorexecutivesworkflexibly.Asaguide,theseexecutivescompriselessthan15%oftheseniorexecutiveteam.

EmbeddedWidespreadseniorexecutiveuptake:asignificantnumberofseniorexecutivesworkflexibly.Asaguide,theseexecutivescompriseupwardsof35%oftheseniorexecutiveteam.

1.1 Visibility of leadership:anorganisation’sexecutiveleadershipsetsthetonefortheotherleadershipandmanagementteams.

Tickthesignpostthatbestdescribestheexecutiveleadership’sapproachtoflexibility.

Page 10: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au8

Status Signpost Your➡org

LimitedLimitedgeneraluptake:aproportionallysmallnumberofemployeesatallleveltakeupflexibleworkoptions.

BasicMinimaluptake:amoderatenumberofemployeesatalllevelstakeupflexibleworkoptions.Asaguide,thiscouldbelessthan15%.

EmbeddedWidespreadgeneraluptake:asignificantnumberofemployeesatalllevelstakeupflexibleworkoptions.Asaguide,thiscouldbeatleast35%.

Status Signpost Your➡org

LimitedNobusinesscase:thereisnobusinesscase,orifonehasbeendoneinthepastithasremainedlargelyunknown.

BasicGenericbusinesscase:thebusinesscaseforflexibilityisgeneric,un-compelling,limitedorfailstodemonstratethecontributionofflexibilitytobusinessperformance.

EmbeddedStrongbusinesscase:yourorganisationhasaclearbusinesscasethatoutlineshowflexibilitycontributestobusinessperformance.

1.3 General uptake of flexible working arrangements by management:whenanorganisation’smanagementtakesapositiveapproachtoflexibility,uptakeofitsflexibleworkprogramishigher.

Tickthesignpostthatbestdescribesmanagementuptakeofflexibleworkingarrangements.

Capability2assessment:businesscase

2.1 Formally articulated business case:tickthesignpostthatbestdescribesyourorganisation’sflexibilitybusinesscase.

Aclearbusinesscaseisanessentialprerequisiteforbuildingcommitmenttoaflexibilitystrategythatcanleadtoeffectiveimplementation.Weaknessatthisstageinthestrategydevelopmentprocesshasthepotentialtounderminethesuccessofeverythingthatfollows.Inparticular,itisimportanttheleadershipteamis‘onside’intheearlystages.Withoutastrongbusinesscasethatestablishestheorganisation’sreturnoninvestment,leadersareunlikelytoinvestinimprovingcapabilityofanykind.Inthecaseofflexibility,leaders’investmentisnotonlyfinancialbutalsopersonal,astheyplayanimportantroleinchampioningand‘modelling’flexibilitybyworkingflexiblythemselves.

Page 11: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au 9

2.2 Flexibility needs analysis:conductingastakeholderneedsanalysiscanformpartofthebusinesscasestage.Aneedsanalysisconsiderswhowillbeaffected,whattheywantorexpectandtheiractualneeds(forexample,thismayincludeaccesstoflexibility,traininginflexibleteammanagement,andsupportforflexibleworkingarrangements).

Tickthesignpostthatbestdescribesyourorganisation’sstakeholderneedsanalysis.

Status Signpost Your➡org

LimitedLimitedunderstandingoftheneedanddemandforflexibility:theneedordemandforflexibilityhasnotbeeninvestigatedorestablishedintheorganisation.

Basic Basicneedsanalysis:theneedforflexibilityhasbeenidentifiedforspecificstakeholders.

EmbeddedComprehensiveneedsanalysisconducted:theneedforflexibilityhasbeenidentifiedasbeingessentialtoallrolesintheorganisation.

Status Signpost Your➡org

LimitedLimitedviewastowhatthefutureoftheworkplacelookslikeintheorganisationandlittleacknowledgementofchangefromtraditionalwaysofwork.

BasicConsiderationofflexibilityinabasicorprogrammaticwaywithafocusondefiningflexibleworkingarrangementsratherthanbusinesstransformation.

Embedded Clearvisionaboutthefuturewaysofworkintheorganisationandallrolesbeingflexible.

Capability3assessment:flexibilityvision,strategyandpolicy

3.1 Flexibility vision:tickthesignpostthatbestdescribestheextenttowhichyourorganisationhasarticulatedthelong-termvisionforflexibleworkingarrangements.

Itisimportantfororganisationstodefinewhatflexibilitymeansintheirorganisation–whatisthevision–andhowwillitbeachieved.Inaddition,organisationsleadingthewayinworkplacegenderequalityhaveinplaceapolicythatspecificallysupportsflexibleworkingarrangementsforallemployees.Aformalpolicyonflexibleworkingarrangementsstatestheprinciples,guidelinesandproceduresrelatedtoflexibleworkingarrangementsandconditions.

Everyflexibilitypolicyshouldalsotakeintoaccountlegalconsiderations.GuidanceonhowtodevelopaflexibilitypolicyisavailableontheAgency’swebsite.

Page 12: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au10

Status Signpost Your➡org

LimitedLimitedrangeofflexibilityoptions:theorganisationhasalimitednumberofflexibleworkoptionsavailabletoemployees.Thesemayincludepart-timework,timeinlieuandcarersleave.

BasicModeraterangeofflexibilityoptions:abroaderrangeofflexibleworkoptionsisavailabletoemployees.Thesemayincludeflexiblehoursofwork,unplannedleaveandchoicesaboutthetimingofwork.

EmbeddedWiderangeofflexibilityoptions:moreinvolvedtypesofflexibleworkaremadeavailabletoemployees.Thesemayincludecompressedworkweek,jobsharing,andtelecommuting.

Status Signpost Your➡org

LimitedLownumberofacceptablereasons:theorganisationhasalimitednumberofacceptablereasonsforrequestingflexiblework,forexamplerelatingmainlytochildcareoreldercare.

BasicModeratenumberofacceptablereasons:theorganisationconsidersarangeofreasonsforrequestingflexiblework,buthassomelimitations.

EmbeddedHighnumberofacceptablereasons:theorganisationdoesnotprescribethereasonswhyflexibleworkcanberequestedandanyreasonisacceptable.

Status Signpost Your➡org

Limited Limitedornostrategy:nostrategyorplansexistaroundorganisationalflexibility.

BasicBasicstrategyorplanoutlininghowemployeesmayaccessflexiblework:Abasicflexibilityexists,eitherwithinagenderequalitystrategyorpeoplestrategy,however,transformationalchangeisnotrecognised.

EmbeddedEstablishedorganisation-wideflexibilitystrategy:Anorganisation-widestrategyoutliningthevision,objectivesandactionstowardsorganisation-wideflexibility.

3.2 Flexibility strategy: tckthesignpostthatbestdescribestheextenttowhichyourorganisationhasadedicatedworkplaceflexibilitystrategy.

3.3 Range of flexible working arrangements: alimitednumberofflexibleworkoptionsisastrongindicationthatanorganisationhasn’tmadethenecessaryadjustmentstoembedflexiblework.

Tickthesignpostthatbestoutlinesyourorganisation’srangeofflexibleworkingarrangements.

3.4 Response options to flexibility requests: tickthesignpostthatbestdescribesyourorganisation’srangeofresponseoptions

forflexibleworkingarrangements.

Note: assessments 3.3-3.9 relate to the organisation’s flexibility policy.

Page 13: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au 11

Status Signpost Your➡org

LimitedInformalflexibleworkingarrangements:someindividualsmayhaveinformalarrangementswiththeirmanager,whichareusuallynotdocumented.

BasicSomedocumentationofflexibleworkingarrangements:someindividualsmayhavedocumentedarrangementswiththeirmanagerforsmallportionsofworkflexibility.

Embedded Formallydocumentedflexibleworkingarrangements:flexibilityisconsistentlydocumented.

Status Signpost Your➡org

LimitedAvailabletoindividuals:individualarrangementsareenteredintobetweenmanagersandemployees.Theseareunusualcomparedwiththerestoftheorganisation.

BasicLimitedavailability:individualarrangementsareenteredintobetweenmanagersandemployees.Thesearenotunusualbutarealsonotthenorm.

Embedded Availableorganisation-wide:flexibilityismadeavailabletoeveryemployeeormostemployees.

Status Signpost Your➡org

LimitedLownumberofacceptableroles:leadersandmanagersintheorganisationviewmostpositionsasunsuitableforflexiblework.

BasicLimitednumberofacceptableroles:aroundhalfoftheorganisation’srolesmaybeexcluded,whetherformallyorinformally.

EmbeddedHighnumberofacceptableroles:theorganisationstartsfromthepointofviewthatallrolescanbeworkedflexibly.Flexibilityismadeavailabletoallrolesinallareasofthebusiness.

3.5 Formality of documentation of flexible working arrangements: documentation,suchaswrittenflexibleworkagreements,indicatesanorganisation’sacceptanceofflexibleworkasavalidoption.

Tickthesignpostthatbestdescribesyourorganisation’spracticesfordocumentingflexibleworkingarrangements.

3.6 Availability of flexible working arrangements:oneofthekeydifferencesbetweenalimitedapproachandastrategicflexibilityapproachiswhethertheflexibilityisimplementedonanindividualbasisorwhetherthereisanorganisation-widepolicythatestablishesageneralexpectationofpositiveresponsestoflexibleworkrequests.

Tickthesignpostthatbestdescribesthedegreetowhichflexibilityisavailableacrosstheorganisation.

3.7 Type of roles:organisationsthatareinexperiencedwithflexibleworktypicallymakeanoverlycautiousassessmentaboutwhichrolescanbeworkedflexibly.Tickthesignpostthatbestdescribesyourorganisation’sapproachtothetypesofrolesthatmayaccessflexibility.

Page 14: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au12

Status Signpost Your➡org

LimitedAdhoc:arrangementsaremadeonanadhocbasis,withnoguaranteeofincreasingthefrequency.Employeestendtoexpectanegativeresponsetoaflexibleworkrequest.

BasicLimited:arrangementsaremadeonaparttimeorinfrequentbasis.Employeestendtoexpecttheirflexibleworkrequestmaybeacceptedifasoundbusinesscaseismade.

EmbeddedMainstream:arrangementsaremainstreamedasaregular,consistentwayofworking.Employeeshaveareasonableexpectationofapositiveresponsetoaflexibleworkrequest.

Status Signpost Your➡org

LimitedOnelimitedapproach:ifflexibleworkoptionsareutilised,managersandemployeesareprovidedwithlittleopportunitytotailorthearrangements.

BasicModeratetailoring:theorganisation’spoliciesandapproachcanbetailoredhoweveroperationalrequirementsorotherlimitationspreventfullytailoredindividualarrangements.

EmbeddedTailoredindividualarrangements:theorganisation’spoliciesandapproachgivemanagersandemployeesfullflexibilitytotailorindividualarrangementstocreateanidealscenario.

Status Signpost Your➡org

LimitedLegalrequirementsabsentorsignalled:theflexibilitypolicymayormaynotsignaltherelevantlegalframework,butdoesnotoutlinetheorganisations’stepstomeettheseobligations.

BasicLegalrequirementsmet:theflexibilitypolicyoutlinestheorganisations’stepstomeetitslegalobligations.

EmbeddedLegalrequirementsexceeded:theflexibilitypolicyoutlinestheorganisation’sstepstomeetandexceeditslegalobligations.

3.8 Frequency of flexible working arrangements:isflexibilityavailableonanadhocbasisorisitmainstreamwithintheorganisation.Adhocarrangementssetnoprecedentorexpectationofflexibility,whilemainstream,consistentavailabilityofflexibilitycontributestoanexpectationamongstemployeesthataflexibleworkrequestwillbepositivelyreceived.

Tickthesignpostthatbestdescribestheleveloffrequencyofflexibleworkingarrangementswithinyourorganisation.

3.9 Level or tailoring of flexible working arrangements:organisationsthataremorereadilyabletoimplementindividualisedarrangementsaremorelikelytosucceedwithembeddingflexibility.

Tickthesignpostthatbestdescribestheleveloftailoringofflexibleworkingarrangementsinyourorganisation.

3.10 Consideration of legal requirements: everyflexibilitypolicyshouldalsotakeintoaccountrelevantlegalconsiderations.

Tickthesignpostthatbestdescribesyourorganisation’slegalrequirementspolicy.

Page 15: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au 13

Capability4assessment:managementcapability

4.1 Level of manager awareness: anorganisationatthelimitedendoftheroadmaphasalownumberofleadersandmanagerswhorecogniseandaccepttheimportanceofflexibilityfortheirorganisation.Oftenthislowdegreeofacceptanceisduetomisunderstandingsaboutflexibleworkandlittleornoleadershippositioningabouttheimportanceofflexibilityfortheorganisation.

Tickthesignpostthatbestdescribesyourorganisation’slevelofmanagerawarenessonflexibleworkingarrangements.

Status Signpost Your➡org

Limited Lowacceptance:lowawareness,negativemisunderstandingsaboutflexiblework.

Basic Moderateacceptance:asupportiveleaderwithpossiblysomesupportivemanagers.

EmbeddedRecognitionoftheorganisation’smandateforflexibility:widelyheldrecognitionoftheimportanceofflexibilityamongstleadersandmanagers.

Status Signpost Your➡org

LimitedMinimalsupportformanagers:theorganisationmakeslittleornocommitmenttoprovidinglearninganddevelopmentinthespecificskillsrequiredforeffectiveflexibleworkmanagement.

BasicModeratesupportformanagers:theorganisationofferslimitedorgenericlearninganddevelopmentopportunitiesthatprovideonlypartialsupportforeffectiveflexibleworkmanagement.

EmbeddedSignificantsupportformanagers:theorganisationoffersdedicatedlearninganddevelopmentopportunitiesthattrainmanagersinthespecificskillsrequiredforeffectiveflexibleworkmanagement.

4.2 Support for managers: organisationsatthestrategicflexibilityendoftheroadmapensuretheirmanagersaretrainedeffectivelyintheskillsrequiredforeffectiveflexibleworkmanagement,throughspecificallyrelevantlearninganddevelopmentopportunities.

Tickthesignpostthatbestdescribesyourorganisation’slevelofsupportformanagerstoenableflexibleworkingarrangements.

Theroleofmanagersinflexibilityiscrucial.Managersofflexibleworkersneedtobestrongcommunicatorsandgreatprojectmanagerswhoareabletousetechnologytotheiradvantageandareawareofthestrengthsandpotentialpitfallsofflexiblework.Managerscanhavethemostsignificantimpactonthesuccessofflexibility,throughtheirdirectimpactonanemployee’sworkingarrangement.

Organisationswantingtoimprovetheirflexibilitycapabilitymustensuremanagersofflexibleworkersreceivespecificlearninganddevelopmentopportunitiestoenablethedevelopmentofstrongcapabilitiesincommunication,resultsmanagementandtheuseoftechnologyforflexiblework.

Page 16: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au14

4.3 Effective team management: whenteamsworkflexibly,managersneedtoestablishteampracticesthatcontinuetosupportexcellentcommunication,taskmanagementandresourceallocation.Teamflexibilityincreasestheorganisation’spotentialgainbutcanraisethelevelofchallengeformanagers.

Tickthesignpostthatbestdescribesyourmanagers’levelofexperiencemanagingflexiblyworkingteams.

Status Signpost Your➡org

Limited Minimalexperience:managershaveverylittleexperiencemanagingteamsworkingflexibly.

Basic Moderateexperience:managershavehadsomeexperiencemanagingteamsworkingflexibly.

Embedded Significantexperience:managershavesignificantexperiencemanagingteamsworkingflexibly.

Status Signpost Your➡org

Limited Lowacceptance:limitedacceptanceofflexibleworkwithinteams.

Basic Moderateacceptance:someacceptanceofflexibleworkwithinteams,withpocketsofunacceptance.

EmbeddedWidespreadteamacceptance:widespreadacceptanceofflexibleworkwithinteams,flexibleworkiswidelyseenasthenorm.

5.1 Employee acceptance of flexibility: whenallrolesareflexible,itisimportantnotonlytoconsidertheemployee’sindividualexperiencebutalsotheteamdynamicandexperience.

Tickthesignpostthatbestdescribesyourorganisation’slevelofemployeeacceptanceofflexibleworkingarrangements.

Capability5assessment:employeeexperienceEmployees’experienceofflexibilityisthelitmustestofwhetheranorganisationhasfullydevelopeditsflexibilitycapability.Whenanorganisation’sflexibilitycapabilityislimited,employeeswhoworkflexiblyareatriskofexperiencingworkintensification,isolation,increasedstress,reducedaccesstoinformationandstigma.Asaresult,theemployee’sworkingrelationshipswiththeirteammatescanbesignificantlyaffected.

Employeesthemselvesplayanimportantroleinmakingflexibilityeffective.Employeeswhoworkflexiblyneedtobegreatcommunicatorswhoareabletonegotiatethebalancebetweentheirworkandhomelivesandunderstandhowtousetechnologytosupporttheirwork.Capableorganisationstendtoprovidesupporttotheiremployeessotheycandevelopintheseareas.

Otherissuestoconsiderwiththeemployeeexperienceinclude:equalityinperformancereviews(i.e.notlettingflexibleworkingarrangementsaffectperceptionofworkoutcomesachievedatthetimeofperformancereview),senseofbelonging,appropriateaccesstofeedbackfrommanagers,abilitytoparticipateinmeetingsandabilitytoengagewiththeteam.

Page 17: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au 15

5.2 Risk of work overload:flexibleworkoptions,particularlywheretheuseoftechnologiesispartofthearrangement,canleadtoworkoverloadifanemployerdoesnothaveadequateprotectioninplace.Workoverloadcarriesriskstoemployeehealth,wellbeing,satisfactionandengagementandcanhaveanegativeimpactonproductivityovertime.Employersneedtohaveprocessesinplacetoensureemployeesundertakeappropriateworkloads,whileemployeesneedtobepreparedandempoweredtonegotiateappropriateworkloads.

Tickthesignpostthatbestdescribesyourorganisation’sriskofworkoverloadforemployeesasaresultofflexibleworkingarrangements.

Status Signpost Your➡org

LimitedHighriskofworkoverload:theorganisationisunawareof,ordoesnotmanage,theriskofworkoverloadforflexibleworkers.Therearenoappropriatesystemsinplace.

BasicModerateriskofworkoverload:theorganisationsupportsemployeestomanagetheriskofworkoverloadbutplacestheresponsibilityonthem,withoutsystemstoreducetherisk.

EmbeddedLowriskofworkintensification:theorganisationhassystemsinplacetoprovideacheckandbalancetoworkoverload,suchasmonitoringstresslevels.

Capability6assessment:resultsmanagementResultsmanagementfocusesonworkoutputssuchasgoalsachieved,ratherthaninputssuchastimespentintheoffice.

Organisationsthatdothiseffectivelyestablishspecificoutcomes,goals,aimsorotherresultsthatareimportanttoeachperson’swork.Theseresultsaredescribedinsufficientdetailtobecometheprimarysourceofinformationagainstwhichemployeeperformanceisdetermined,sothatitisnolongerimportanttomonitorinputssuchastimespentintheoffice.

Managersplayanimportantroleindevelopingthiscapabilitybyestablishingspecificresultsrequired,monitoringstaffandrewardingperformance.Thehumanresourcesteamcanalsoprovidevaluablesupportbyestablishingthejobdescription,competenciesorKPIsforeachposition.

Theresultsmanagementframeworkshouldcaptureeverythingaboutanindividual’sworkanddescribeitinawaythatisquantifiable,soitbecomesthebasisforperformanceandproductivitymeasurementsandincreasestransparencyaroundworkbeingdone.Itmayconsistofaweeklyreportingtemplate,aguideoragendaforopenconversationsaboutresultsbeingachievedandaperformancemanagementtemplatethatrefersbacktotheposition’sstatedoutcomes,goals,aimsorexpectedresults.

Aresultsmanagementframeworkalsoaddressestrustissuesbysupportinganopen,transparentdescriptionofwork.

Page 18: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au16

6.1 Results-focused culture: results-focusedculturesincludeacleardescriptionoftheoutcomes,goals,aimsorresultsexpectedofeachposition,aswellasareportingprocedure,whetherformalorinformal.Itmayalsoincludeaguideoragendaforopenconversationsthatmonitortheachievementofresults.

Ratherthanapassiveapproach,leadersandmanagersactivelymanagetheresultsbeingdeliveredintheirteamsbymonitoringandfollowinguponprogress.

Tickthesignpostthatbestdescribesyourorganisation’slevelofresults-focusedculturetosupportflexibleworkingarrangements.

6.2 Nature of management:organisationsthattendtoencourageautonomyaremorelikelytobealignedwithaflexibleworkapproach.

Tickthesignpostthatbestdescribesyourorganisation’smanagementstylewithregardstoflexibleworkingarrangements.

Status Signpost Your➡org

LimitedPassiveresultsmanagement:resultsarenotactivelymanagedafteranemployeeisrecruited,beyondmonitoringattendanceandparticipation.

BasicModerateresultsmanagement:someresultsmanagementisevidentbutisinfrequent,uncommonoronlyutilisedwhenanemployeeworksflexibly.

EmbeddedActiveresultsmanagement:theorganisationhasaclearsystemofresultsmanagementforeachpositionintheorganisation,regardlessofwhetherthepersonworksflexiblyornot.

Status Signpost Your➡org

LimitedMicromanagement:leadersandmanagerstendtoviewemployeesasaperformanceriskthatneedstobecloselymanaged.

Basic Moderateleveloftrust-based,results-focusedculture.

EmbeddedManagementonthebasisofautonomy:leadersandmanagerstendtoseeemployeesascapableindividuals.Autonomyisempoweredandencouraged.

Page 19: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au 17

Capability7assessment:technologyandinfrastructure

Organisationsusetechnologytoestablisheffectivecollaborationbetweenpeoplewhoworktogetherbutmaynotsharethesameworklocationortime.Therearearangeoftechnologiesthatsupportcollaboration–whetherprimarilyforpurposesofcommunicationorprojectmanagement–andenableorganisationstoavoiddisruptionwhenemployeesworkflexibly.

Someofthemostprevalentcommunicationtechnologiesbeingusedtodayarenotgoodtoolsforcollaboration.Communicationcanbedescribedinmanywaysbutasimpledichotomybetweenverbalandnon-verbalcommunicationhelpstounderstandwhichcollaborationtechnologiesprovidethebestcommunicationexperience.Email,forexample,isapoorcollaborationtoolbecauseitprovidesonlynon-verbalinformation.Attheotherendoftheroadmap,highqualityvideoconferencingprovidesanexperiencethatisalmostasgoodasface-to-facecommunication.

Projectmanagementtoolsandtechnologiesvarygreatlybuttheirmainpurposeistoprovideasystemformanagingresources–suchastime,moneyandinformation–sothatworkgetsdone.Someprojectmanagementtoolsbuildincommunicationtechnologytocombinecommunicationbetweenteammemberswiththesystemformanagingresources.

Anorganisation’sparticulartechnologyneedswilldependonitsgoalsforflexibility,thenatureoftheworkandtheprevalenceofflexibleworkthatoccursacrosstimeframesandlocations.Insomecases,additionaltechnologywon’tbeneededatall,whileinotherorganisations,newtechnologieswillbeessential,particularlyinthoseorganisationslookingtoembedflexibleworkandsignificantlyimprovetheirflexibilitycapability.

7.1 Technology infrastructure:organisationsundertakingstrategicflexibilityusuallyadoptcollaborationtoolsandsystemsthatenableahigh-qualitycommunicationexperience.Organisationsthatdon’tunderstandflexibilitytendtorelyoncommunicationtechnologiessuchasemailandfiletransfer,whichprovidealow-qualitycommunicationexperience.

Tickthesignpostthatbestdescribesyourorganisation’stechnologytosupportflexibleworkingarrangements.

Status Signpost Your➡org

LimitedLow-qualitycommunicationtechnologies:emailandfiletransferareusedastheprimarytooltocommunicate.Othercommunicationtoolsthatenableahigher-qualitycommunicationexperienceareusedinfrequently.

Basic

Moderatequalitycommunicationtechnologies:managersareencouragedtomovebeyondemailforcommunicationwiththeirflexibleworkers.Theymayusethephone,instantmessagingorsocialmedia.Thesetoolsareusedinadditiontoemailtoenhancethecommunicationexperience.

Embedded

Highqualitycommunicationtechnologies:organisationsusearangeofcollaborativeplatformstoenableemployeestocommunicateeffectivelywiththeirteammembersandmanagers,includingcollaborativeprojectmanagementplatforms,simultaneousdocumentsharingandvideoconferencing,whichenableahigh-qualitycommunicationexperience.

Page 20: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au18

Status Signpost Your➡org

LimitedMinimaltechnicalsupport:theorganisationmakeslittleornocommitmenttoprovidingsupportivetechnologiesortotrainingortroubleshootingsupport.

BasicModeratetechnicalsupport:theorganisationprovidesbasicsupportivetechnologies,sufficienttoperformsomeoffsitework.Trainingandtroubleshootingsupportisprovided.

EmbeddedSubstantialtechnicalsupport:theorganisationoffersdedicatedtechnicalsupporttoensuresupportivecollaborationtechnologiesareabletosupporttheworkandareeffectivelyusedandmaintained.Corporatesecurityandsystemsareintegrated.

Status Signpost Your➡org

LimitedTraditionalworkenvironments:theorganisationhaslimitedorrigidofficesanddoesnotprovideergonomicchairs,desksetc.forhomeoffices.

BasicHomeofficesupport:theorganisationhaslimitedorrigidofficesbutprovidesallthephysicalequipmentneededforstafftoworkfromhomeoroffsite.

EmbeddedFlexibleworkenvironments:theorganisation’smainofficeenvironmentisdesignedtobeusedinvariouswaysandsupportsworkinginandawayfromthemainoffice.

7.2 Telecommuting technology:oneofthemostimportantaspectsofstrategicflexibleworkisfocusedattentiononthetechnologythatsupportsflexiblework.Strategicflexibleworkoftenincludessomeformofworkoffsitewhichrequiressupportivetechnology,includingtelecommuting,mobileworkorotheroffsitework.Othertypesofflexibleworksuchasjobsharingandcompressedworkweeksalsobenefitfromtheuseofsupportedcollaborationtechnologies.

Tickthesignpostthatbestdescribesyourorganisation’savailabletechnologytosupportflexibleworkingarrangements.

7.3 Workplace facilities:itiscriticalthatorganisationshavetheappropriateinfrastructuretoenableflexibleworkingarrangements.Thisincludesthephysicalinfrastructureintheworkplace/space,aswellasprocessrelatedinfrastructures.

Thelocationofworkcanbeakeyenablerofflexibility,enablingworktobedoneinavarietyoflocationsprovidesawiderangeofflexibleworkoptions.Whentheplaceofworksuitstheworkactivity,organisationshavethepotentialtofurtherimproveproductivity.Ontheotherhand,whentheplaceofworkisabadfitwithworkactivity,thereisarisknotonlytoproductivitybutalsotohealthandsafety.

Tickthesignpostthatbestdescribesyourorganisation’sphysicalworkenvironmenttosupportflexibleworkingarrangements.

Page 21: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au 19

Status Signpost Your➡org

LimitedLimitingprocessinfrastructure:theorganisationhaslimitedorrigidprocessinfrastructurethatcouldgetinthewayofflexibility.

BasicBasicprocessinfrastructure:theorganisationhasoneortwoprocessesorsystemsinplacethatwillmakeflexibilityeasier.

Embedded Strategicprocessinfrastructure:theorganisation’sprocessesandsystemsfullysupportflexibility.

Status Signpost Your➡org

LimitedPaperreliant:theorganisationisheavilyreliantonpaperbasedsystems,recordsmanagementandcommunications.

BasicMixedrelianceonpaperandelectronic:theorganisationhasmovedtoacombinationofpaperbasedanddigitalrecordsmanagement.

EmbeddedPaperlessoffice:theorganisationhasimplementedapaperlessofficewithrecordsandcommunicationsbeingelectronic.

7.4 Systems and processes:processrelatedinfrastructureincludestherangeofsystemsandprocessesthatenableorlimithowtheorganisationfunctionsinkeydomains.Thesemayincludeknowledgemanagementsystems,communicationmethods,locationtrackers,strategicresourcemanagement,humanresourcespoliciesandprocedures.

Tickthesignpostthatbestdescribesyourorganisation’sprocessesandsystemsthateithersupportorlimitflexibleworkingarrangements.

7.5 Paperless office: tickthesignpostthatbestdescribesyourorganisation’srelianceonpaperthateithersupportsorlimitsflexibleworkingarrangements.

Page 22: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au20

Capability8assessment:clientandsupplierexperience

8.1 Client experience:tickthesignpostthatbestdescribesyourorganisation’sapproachtoengagingwithcustomersonflexibility.

8.2 Supplier / procurement principles:organisationshaveanopportunitytoworkwiththeirownsuppliersonworkplaceflexibilityanddrivechangethroughthesupplychain.

Tickthesignpostthatbestdescribesyourorganisation’sapproachtoflexibilityinsupplychainmanagementandprocurementselectionprocedures.

Status Signpost Your➡org

LimitedLimitedornoconsiderationisgiventodiscussionswithclientsregardingworkplaceflexibility.Assumptionsaremadeaboutclientexpectationsandflexibleworkersonclientprojects.

BasicSomediscussionsareheldwithclientsonmanagingspecificflexibleworkingarrangementsofspecificteammembers.

EmbeddedStrategicplanningandconversationsareheldwithclientsregardingthecultureofworkplaceflexibilityandmaximisingthevalueforboththeorganisationandtheclient.

Status Signpost Your➡org

LimitedLimitedornoinclusioninsupplychain:noconsiderationisgiventotheworkplacepractices,intermsofflexibilityofsuppliers.

Basic Basicinclusion:someconversationsareheldwithsuppliersaboutworkplaceflexibility.

EmbeddedEmbeddedinprocurementpractices:genderequalityorflexibleworkplacepracticesareembeddedwithinprocurementcriteria.Strategicconversationsareheldwithsuppliersondrivingacultureofworkplaceflexibilitythroughthesupplychain.

Varyingclientorcustomerexpectationsmayimpactanorganisation’sapproachtoflexibilityasclientexpectationsregardingmeetingtighttimeframesfordeliverablesmaybehighandsomeclientsorcustomersmayprovideshortleadtimes.

Someorganisationsmaymakeassumptionsaboutwhethertheclientwouldorwouldnotbesupportiveofflexibilityinteamsprovidingservice.Thereareopportunitiestoengagewithclientsandcustomersinastrategicwayaroundflexibleworkingarrangements.

Page 23: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au 21

Capability9assessment:learningcycle

Establishinganeffectivelearningcycleisabsolutelyvitalforanorganisationtomaintainitsongoingflexibilitycapability.Duetothecomplexnatureofflexibility,organisationscanfinditdifficulttoachieveproductive,flexibleworkoptionsifthereisnoconcertedefforttolearnwhatworksandwhatdoesn’tfortheorganisationanditspeople.

Establishingafeedbackloopenablestheorganisationtolearnwhatworksanddoesn’tinitsparticularcircumstances.Flexibilityneedstobetailoredtosuittheorganisation’sgoals,valuesandotheruniquebusinessneeds,whilecreatingattractiveflexibleworkoptionsforstaff.Afeedbackloopenablessolutionsgeneratedinoneareatobeadoptedmorebroadlyacrosstheorganisation.Inaddition,riskssuchasisolationandstressneedtobemonitoredsotheycanbemanaged.

Status Signpost Your➡org

LimitedLowvalueoninnovation:innovationoccursinsmall,discretepatches,forexamplewithinanindividual’swork.Theseinnovationshavelittleimpactbeyondanindividual’swork.

BasicModeratevalueoninnovation:innovationprocessesoccurwithinteams,forexamplebybrainstormingimprovementstoteamprocessesorservicedelivery.Theseinnovationsarecarriedthroughtoeffectrealchange.

EmbeddedHighvalueoninnovation:innovationprocessesoccurwithintheorganisation,forexamplebyharnessingemployeesuggestionsandtheseinnovationsarecarriedthroughandarewidelypublicisedwithintheorganisation.

Status Signpost Your➡org

LimitedMinimalongoingadjustment:flexibleworkingarrangementsarelimitedandfirm.Theemployeemayberesponsibletoinitiatereviewsofthearrangement’seffectiveness.

BasicRegularadjustment:flexibleworkingarrangementsarereviewedmorefrequentlythanyearly,withthepossibilityofadjustments.Eithertheemployeeormanagercaninitiateareview.

EmbeddedDynamicadjustment:flexibleworkingarrangementsarereviewedmorefrequentlythanyearly,andareabletobeadjustedbyemployeeormanagerwithreasonablenotice,atanytime.

9.1 Value of innovation:organisationsthatarehighlyinnovativetendtohaveadegreeoffamiliaritywiththeinnovationprocess,whichinvolvespiloting,testing,learning,adjustingandre-testing.Non-innovativeorganisationsarelesslikelytobecomfortablewith‘untested’workarrangementsandtendtobeunfamiliarwithhowtoestablishalearningprocessthatcanestablishrobust,tailoredandeffectiveworkarrangements.

Tickthesignpostthatbestdescribesthevalueyourorganisationplacesoninnovationandlearningtoimproveflexibleworkingarrangements.

9.2 Incorporating adjustments:tickthesignpostthatbestdescribeshowyourorganisationincorporateslearningsintotheongoingstrategydevelopmentandimplementation.

Page 24: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au22

Status Signpost Your➡org

LimitedMinimallyresourced:theorganisation’schangemanagementteamisunfamiliarwithflexibilityandlackstheresourcingfortransformationalchange.

BasicSomeresourcing:theorganisation’schangemanagementteamiseitherunfamiliarwithflexibilityorlackstheresourcesfortransformationalchange.

EmbeddedSubstantiallyresourced:theorganisation’schangemanagementteamisfamiliarwithflexibilityandhastheresourcingfortransformationalchange.

Status Signpost Your➡org

Limited Limitedalignment:theworkplaceflexibilityprojectisviewedasahumanresourcesfunctiononly.

BasicSomealignment:theworkplaceflexibilityprojectisdevelopedinconsiderationoftheorganisation’sstrategyandbroadsetofinitiatives.

EmbeddedOrganisationwidealignment:theflexibilityprojectisalignedtotheorganisation’sstrategyandotherstrategicinitiativesandispartofaformalprojectmanagementofficeprojecttrackingprocess.

10.1 Change management resources: tickthesignpostthatbestdescribesyourorganisation’sflexibilitychangemanagementpracticesandresourcing.

10.2 Strategic alignment to other change programs:typicallyanorganisationwillhavemanystrategicprojectsunderwaysimultaneously.Indevelopingandimplementingyourflexibilitystrategy,itisimportanttoconsiderhowitalignswithotherprojects.Thisiscriticaltoensuretheprojectandtheorganisationdoesnotsuffer‘changefatigue’.

Tickthesignpostthatbestdescribesyourorganisation’sflexibilitychangemanagementalignmentwithotherprojects.

Capability10assessment:changemanagement

Asuccessfulmovetostrategic,productiveflexibilityleadstoanewcultureofworkwithinanorganisation,onewherenewnormsareestablishedandwherethesystemsandbehaviourswithintheorganisationallreinforcethevalueplacedonflexibility.Thiscannotbeachievedwithoutatailored,adequatelyresourcedandsupportedchangemanagementprogram.

Keyaspectstoconsiderinthechangemanagementprocess:

➡➡ alignmentofthechangeprogramtotheorganisation’sobjectivesandstrategy

➡➡ alignmenttootherlargescalechangeprogramsandtouchpointsacrosstheorganisation

➡➡ theengagementoftheorganisation’sprojectmanagementofficeorchangemanagers

➡➡ projectmanagementcapability,riskassessmentandmitigationstrategy

➡➡ culturechangeimplicationsandotheralignedcultureprojectsthatmaybeunderway.

Page 25: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au 23

Status Signpost Your➡org

LimitedLimitedcommunications:thereislimitedornocommunicationplanonworkplaceflexibilityforeitherthecurrentorplannedprogram.

BasicBasiccommunications:thereissomeadhoccommunicationontheavailabilityofflexibleworkingarrangements.

EmbeddedComprehensiveandproactivecommunicationsplan:adetailedcommunicationsplanhasbeendeveloped.Communicationsisconsideredfromtheoutsetoftheworkplaceflexibilityprogram.

10.3 Communication plan: tickthesignpostthatbestdescribesyourorganisation’scommunicationandengagementpracticeswithkeystakeholdersacrosstheorganisation.

Page 26: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au24

Overall scoring

Transferyourresultsfromthecapabilityframeworkassessmenttothisoverallsummarysheet(page27)toobtainacomprehensiveviewastothecurrentstateofflexibilityinyourorganisation.

Establishyourscoretodeterminewhetheryourorganisationisoperatingatthelimitedendoftheroadmapforeachcapabilityorisclosertoflexibleorfullyflexible.

Oneofthemostusefulfeaturesofthediagnosticisidentifyingprioritiesforaction.Inevitably,organisationswillperformmorestronglyagainstsomeareasthanothersandweakerscoressuggestanareaforprioritisation.

Scoring

Eachcapabilityhasanumberofquestionsthatassessdifferentaspects.Inordertoestablishyourscore,completeeachquestionandprovideascoreas‘limited’,‘basic’or‘embedded’againstthatquestion,asindicated.Onceeachcapabilityiscompleted,transferyourtotalscoretothegraphattheendoftheassessment.

Thisisnotintendedtobeaformulaicoralgorithmicmethodology.Assessmentagainsteachcapabilityrequiresapplicationofjudgment,informedbydirectobservationorexperience,andsupportedbyrelevantdatasources(bothqualitativeandquantitative).

Scoringisatwo-stepprocess:

Step1:detailedassessment-scoreyourorganisationagainsteachofthecapabilityareasbyreviewingthe‘signposts’provided.Thesignpostsdescribealeveloforganisationalpracticeforagivencapabilitieswhichisalignedtoeachroadmapphase.Placeatickagainstthesignpostthatbestdescribesyourorganisation’spractices.

Step2:overallassessment–aggregateyourdetailedscorestoprovideanoverviewofyourorganisation’scurrentgenderequalitypositionandperformance.Dothisbycopyingeachofyourticksforeachcapabilityintothemastertable(page27),thenallocateanumericalscoreforeachtick:

➡➡ Limited=1point

➡➡ Basic=2points

➡➡ Embedded=3points

Aggregatethescoresanddividethetotalby34(thenumberofsectionsunderthe10capabilities)toproduceanoverallaverage.Roundtheaverageupordowntoidentifyyourorganisation’soverallindicativeflexiblyroadmapphase.

TheAgencyhasprovidedanexcelformatofthesummarysheettoassistyouwiththisscoringprocess.Theexcelfileisavailableathttps://www.wgea.gov.au/lead/strategic-approach-flexibility.

Page 27: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au 25

Capability Limited➡(1) Basic➡(2) Embedded➡(3)

1 Leadership

1.1 Visibilityofleadership

1.2 Rolemodellingofflexibleworkingarrangementsbyexecutiveleadership

1.3 Generaluptakeofflexibleworkingarrangementsbymanagement

2 Business Case

2.1 Formallyarticulatedbusinesscase

2.2 Flexibilityneedsanalysis

3 Flexibility vision, strategy and policy

3.1 Flexibilityvisionandend-point

3.2 Flexibilitystrategy

3.3 Rangeofflexibleworkingarrangements

3.4 Responseoptionstoflexibilityrequests

3.5 Formalityofdocumentationofflexibleworkingarrangements

3.6 Availabilityofflexibleworkingarrangements

3.7 Typeofroles

3.8 Frequencyofflexibleworkingarrangements

3.9 Levelortailoringofflexibleworkingarrangements

3.10 Considerationoflegalrequirements

4 Management capability

4.1 Levelofmanagerawareness

4.2 Supportformanagers

4.3 Effectiveteammanagement

5 Employee experience

5.1 Employeeacceptanceofflexibility

5.2 Riskofworkoverload

6 Results management

6.1 Results-basedculture

6.2 Natureofmanagement

7 Technology and infrastructure

7.1 Technologyinfrastructure

7.2 Telecommutingtechnology

7.3 Workplacefacilities

7.4 Systemsandprocesses

7.5 Paperlessoffice

8 Client and supplier experience

8.1 Clientexperience

8.2 Supplier/procurementprinciples

9 Learning cycle

9.1 Valueofinnovation

9.2 Incorporatingadjustments

10 Change management

10.1 Changemanagementresources

10.2 Strategicalignmenttootherchangeprograms

10.3 Communicationplan

Score

Overall score (divide by 34)

Page 28: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au26

Where to next?

Consider additional assessment

Onceyouhavecompletedtheassessment,youmayconsidertestingyourfindingswithdifferentstakeholdersandusingadditionaldatacollectionmethods.Forexample.

➡➡ Discussionandtestingofassessmentresultswithdiversitycouncilmembers

➡➡ Discussionandtestingwithotherkeystakeholders

➡➡ Conductemployeefocusgroups

Strategy development

Basedonourreviewthetop5priorityrecommendationsareasfollows:

➡➡ Furtherdemonstrationandcommunicationofleadershipcommitment

➡➡ Developmentandcommunicationthebusinesscasetorelevantstakeholders

➡➡ Developdedicatedflexibilitystrategycoveringthevisionandgoalsforflexibilityandspecificgoalsandactionsforeachofthe10flexibilitycapabilities

➡➡ Gainstrategicalignmentbetweenrelatedprojects

➡➡ Developmentofinternalcommunicationandengagementplanforallstagesoftheflexibilityjourney.

ForeachofthesenextstepstheAgencyhasprovideddedicatedtoolsandresources.

Copyright and Disclaimer

Thistoolkitissharedopenlywiththeintentofpromotingprogresstowardsworkplacegenderequality.OwnershipoftheintellectualpropertywithinthistoolkitrestswiththeWorkplaceGenderEqualityAgency.

Theideasandrecommendationscontainedwithinthistoolkitareusedoradoptedentirelyatthediscretionandownriskofemployers.TheWorkplaceGenderEqualityAgencycannotacceptanyresponsibilityorliabilityforoutcomesresultingfromtheuseofthisToolkit,eitherdirectlyorindirectly.

Acknowledgements

TheAgencywouldliketoacknowledgeandthankNinaSochonforherinvolvementinthedevelopmentofthestrategicflexibilitytoolkit.

Page 29: Flexibility readiness assessment - WGEA · flexibility strategy, it is recommended that you undertake a readiness assessment. This toolkit provides the framework and practical guide

A strategic approach to flexibility | www.wgea.gov.au 27

For➡further➡advice➡➡and➡assistance,➡➡please➡contact:

WorkplaceGenderEqualityAgencyLevel7,309KentStreetSydneyNSW2000

t:0294327000or1800730233

e:[email protected]

Adviceandassistance


Recommended