What does it take to support a workforce to become truly flexible while maintaining and strengthening performance? Cafcass recently won two awards for flexible working; here, it shares its top tips for promoting flexible working that gets the best from staff.
Promote a ‘digital first’ culture
Embracing “digital first”, ensuring staff genuinely have access to the same information and resources, whether they are in the office or not, is vital to flexible working. Cafcass is now an almost entirely paperless organisation, with all processes done electronically. Our practitioners and managers are provided with the tools and technology they need to carry out their core work remotely.
This not only allows staff to make better use of their time, working on the go rather than losing time travelling, it also helps them manage their daily routine. They can factor in family and personal commitments around work, and find that ever elusive work/life balance.
The shift to “digital first” at Cafcass has also directly benefited the children we work with. Our new interactive applications provide our social workers with tools that help them engage with today’s tech-savvy children and better understand their needs and wishes.
Choose the right technology
Consistent and reliable access to the information and processes required to carry out core tasks is a must – more so for remote working. Think carefully about the technology and systems that will support this.
Cafcass practitioners and managers are equipped with 4G laptops or tablets and smartphones, all with access to our electronic case management system, our online HR system and the Cafcass intranet. This means they’re able to access case information and their employment details instantly from any location. And all in comfort; the laptops and tablets are lightweight so practitioners can easily carry them when travelling to court or interviews with families.
An online training portal allows staff to access and fit training in around other work commitments, without the need to travel to events. Even smaller details, such as introducing an app to make health claims easier, removing the need to send any paperwork, can make a huge difference.
Place emphasis on outcomes rather than how visible staff are
Providing the electronic tools to measure outcomes and maintaining communication with staff via applications like instant messenger and video calling, means managers don’t always need to see their staff in person to know what they’re doing and how they’re performing – ordinarily a significant barrier to flexible working. Practitioners complete all their work online and records are updated in real time, making it easier for managers to track progress.
Practitioners have the flexibility to organise their working day and value their managers’ trust and the autonomy this brings. Developments such as a workload weighting system, which ensures fair distribution of cases between teams, and online performance tools, have been important factors in making this shift.
Provide managers with the resources needed to overcome the barrier of not seeing their teams on a daily basis
Online performance tools help managers maintain oversight of individual and team performance. Cafcass uses a system which provides real time data for managers on staff performance, benchmarked against other team members and the wider organisation. Make data meaningful – its analysis should connect with frontline delivery.
Robust and strong supervision is essential in any organisation to develop a self-aware workforce and provide the right support. To help our managers adapt to a flexible working model, we introduced training on managing remote workforces. Video conferencing facilities provide the option for face-to-face support and helping staff to touch base when away from the office.
Find ways to maintain strong links within teams
Flexible workingcan risk staff members feeling disconnected from their teams and the wider organisation. To avoid this, build in ways of maintaining links within teams to manage the problems associated with staff losing the social support networks traditionally formed by sharing office space. A number of initiatives at Cafcass have been introduced, alongside monthly team meetings at the office, to support staff to stay connected with each other:
- SharePoint team sites – virtual team rooms with discussion forums and noticeboards to share announcements, links and best practice articles
- Yammer - an online forum for professionals, introduced for all staff
- Video conferencing facilities on laptops
- New starters buddied up with a mentor to help them understand and adapt to a working culture focused on greater autonomy
- Local social champions arrange regular activities to encourage team bonding.
Cafcass was recently recognised as overall top employer at the 2015 Working Mums Top Employer Awards, also receiving an award for innovation in flexible working.
The awards commend employers who are progressive in their flexible working practices and proactive in seeking to retain talented staff, particularly working parents.
This follows Cafcass’ award for best flexible working at the Working Families Awards earlier this year.
Content on this page is produced and controlled by Cafcass, sponsor of the Guardian Social Care Network children’s services hub.
