Flexi Time

[shirleyt]

Has anyone got any experience as to how flexi time works for a PA?  I am trying to write a proposal (to justify my request) to work Flexi Time.

I understand the need for justification however I am not sure how to write the proposal without sounding like a complainer.  All the reports I have had to write before and I can't seem to get this one right.

I work for 1 very demanding boss and 3 not so demanding bosses as well as adhoc work to their teams (a total of 30 people) and my desire to work flexible hours stems from the need to get work done when there is no one in the office.  I came in at 7:30 the other day and in the hour before anyone else arrived I got more done than the previous morning 9-1pm.

Any advice on this would be greatfully received.

Many thanks
Shirley

[countrigal]

Something to the effect that during office hours you handle numerous phone calls and walk-ins and that by allowing you to come in an hour early, it gives you that quiet time to take care of those work issues that need your undivided attention, allowing you to produce quality work, more accurately, more easily, and meet suspenses in a timely fashion.  This benefits the office because you are able to return their reports and such quicker without losing quality of the work.  If possible, show examples of reports and such that would be done during this quiet time and the time it takes in the current system for you to complete them and how much quicker it was done that one morning you came in early.  Show how it will benefit your bosses more than how it will benefit you.  Also realise they will be looking at the hinderance that your not being there, either because your time now has you leaving an hour earlier, while they're still in the office, or because you work it where you get certain days off.  How will this affect the work and what gets done and when?  Do you have someone else who can cover during those times?  This should be part of your justification.

Hope that gives you a starting place...

CountriGal
Peer Moderator

[editor]

Draw a clear coorelantion between the time you'll save or earn back as a result of Flex time and the savings to the company.

Give specific examples of times when this has worked.

Reassure them that you can and would revert to a regular schedule easily should Flex time not work out.

Give alternatives to Flex time such as hiring an armed guard for your door when specific reports are due (kidding of course) but give some alternatives which might provide a way to avoid flex time.

Indicate what you'll do to make it work AND EXACTLY What you'll require from the team.  Will it be more work for them to have you not there? No? Point that out.  Will it be less work? Make SURE you point that out too.

And at last, let them know it's something you'd like to try and are willing to refine and that you genuinely have the best interests of the company at heart.  Getting the work done when no one is around, but make sure you address who is going to answer the phones, see to visitors etc when you're not.

Putting something like this forward requires creativity and seeing it from management's eyes, sometimes they will agree with you and sometimes they won't.

Also look at others in your workplace.  Will granting you Flex time cause a major ripple in the pond? Will EVERYONE want it or are you senior enough that they can justify it easily and not allow everyone to embark on the same schedule?

Put yourself in THEIR shoes and create a list of objections no matter how frivilous they might sound and then address them in your report.

and let us know would ya?!
Andrea

[gee4]

Good points countrigal .... another good time is to take your lunch after or before everyone else.  Eg. if most people go for lunch between 1-2pm then you should take yours between 12-1pm.  When you come back to your desk everyone else will have gone for lunch and phones and office will be quieter.

Countrigal is right though - managers always want PAs around them.  The fact that you will be working flexi hours means they will panic about you not being there to call upon.  I suggest you insert in your procedures the continued need to sit down with managers etc and address issues eg. diary commitments, post, email etc, etc.  If they know what hours you are available, they might be more willing to work round you.

I know lots of PAs and admin staff who work flexi times and as it's company policy, there seems to be no hassles.  Also lots of PAs are busy mums so again employers are expected to offer flexible working hours to benefit and keep their staff.

Good luck!

[shirleyt]

Thanks for your advice all of it makes sense and has given me a starting point for this proposal.

I already take my Lunch break after eveyone else in order to have a quiet time and I have started to log everything I do the phone calls I make & answer (how long it takes to deal with them), emails sent and received.  Reports and documents I create and how long it takes to complete and any meetings, collection of visitors, how long I spend on Lunch.

It has actually made me feel more productive already as I can see what I am spending time on and I can see at the end of each day that (even if the reports aren't finished) I have managed to get some work done.

The journal feature of Outlook is quite good once you get the hang of it.

I will keep you updated on my application for Flexitime.

Many thanks
Shirley