Can anyone help with how to package a memo to our team? We have an amazing vibe at work, but as so often happens with somewhere with flexi hours, there are some people taking advantage. I want to send out a reminder that there are a minimum number of hours required daily and we need to be better at turning up on time and not leaving early when you have started late. Any ideas? I want to avoid being too aggressive or passive aggressive.

9 Comments

1. AnonymousJune 13,2024 at 11:11AM UTC

   I would remind them how much Flex Hours benefit everyone. Remind them that it benefits everyone to have them but if the proper amount of hours are not worked, there will be no choice but to revert back to the standard work day. It is disappointing that one or two people can ruin this benefit for everyone but if rules are not followed by everyone on the team, that will unfortunately be the result.

2. AnonymousJune 13,2024 at 12:32PM UTC

   Stop the mental gymnastics on how to package an unsavory note. Some will be upset because they’ll be getting called out and held accountable. This will preserve the rest of your office culture, actually. Refer to you time in office / Flex Time policy. Remind people of minimums number of hours in office, and decline flexible start and end times, that an employee’s presence is expected. If this doesn’t fix your problem, have more formal sit downs with the offenders.

   There are several people in my office that pull this nonsense and clock 4 or 5 hour days. It’s egregious and insulting. Even more maddening is how management refuses to deal with it by addressing a difficult topic.

3. Terry NapierJune 13,2024 at 12:55PM UTC

   Maybe try creating small groups within the team, our even partners for the next round of flex ing. You can keep it light by planning some games and workshops geared around the department theme, but try a mock pep rally or spirit contest for real points that can be redeemed for minutes they can leave early or come in late. The Competition will help motivate and having a partner will hold people accountable. You can always delegate the partners yourself and purposely pair the most flexible members of the team with the least flexible team embers, and hopefully their strengths canrub off on the other.

4. SPNN4 SJune 13,2024 at 1:16PM UTC

   If there is a way to really track then start a naughty list and send those that are not in compliance a gentle reminder that there is the expectation to put in a certain number of ours. Whomever is not in compliance then start to notify their supervisors and have them notify folks. If worse comes to worst then start giving out warnings. Lost time and productivity is not good for business

5. Jonna Ferguson, ACCJune 13,2024 at 1:35PM UTC

   Being straightforward is best. Many respond to a message framework that explains the what, the why, a call for response/action and MAYBE a "what's in it for them." When doing this, you often don't need to go in heavy from a "policy" standpoint.

   What's the impact on the business? Is the lack of coverage impacting service, response time to customers, sales targets, project deliverables, quality, or safety? If so, convey where the gaps are so they understand why coverage is important. Treat them like the adults they are.

   Lastly, if there are only a few people not adhering to the rules, have their leaders follow up with them directly after the message goes out. The group likely knows who isn't complying, and a blanket message sent to a whole team when only a few need to be held accountable often goes over poorly. Leaders showing ownership in a situation like this is a win for everyone. Good luck!

6. AnonymousJune 13,2024 at 1:42PM UTC

   I couldn't tell from your message if you're the team manager or a member of the team. Trust your working culture to determine tactics (casual chat vs. formal meeting agenda topic). It can be fun heads up or it can become an exercise with games or part of a (virtual or actual) sticky note game of pros and cons.

   Whatever you choose, it's best to nip this in the bud. Name it, say it's gotta change, why it has to change/ when, if there are consequences. Need their participation, open to discussing it. You can have 1 on 1s first then team. Esp. if you notice a few people doing it more than others.

   Also, perhaps a communication tool would help. Sometimes people are late because there are real issues going on.

   Another thing, yes minimum hours can be a thing. Also, expectation for project delivery. Good luck.

7. Lorena DiazJune 13,2024 at 1:57PM UTC

   Do you care about the hours or the output and results? If people can do their job satisfactorily it should not be a factor in how long it takes them. Flexible hours show that you care about your employee's life balance and happiness. It also implies that you trust your employees. I've been in situations I had to be someplace at a certain time just to be there--not because it actually impacted my performance.

8. AnonymousJune 17,2024 at 4:36AM UTC

   Ask HR but if you send that to the employees that are working hard, it will be perceived negatively. No one likes to be scolded. Have 1:1 meetings with those that need to improve.

9. AnonymousJune 17,2024 at 4:37PM UTC

   Chat gpt