Appendix 1
HAMPSHIRE WORKSTYLE
Flexible Smarter Working
Manager’s Checklist 
E-Learning Version
Appendix 1
Managers Checklist
Moving to Flexible Smarter Working:
These are issues that you may need to think about with your team in preparation for moving into a Flexible Smarter Working
environment. Each team / business is different so they may not all be issues for you but this is to help you identify which areas are
challenges for your team so that you can work together with your team to find the best ways to adapt. Use the right hand column to
identify those that may be issues for your team
There may also be other areas which have not been covered – you and your team are the best people to identify and solve them.
The Issue
What is this?
DSE – Assessment &
special needs
Having got everyone to do the Learn IT Induction with DSE element then make sure
everyone knows how to adjust a workstation for their needs… especially any new chairs.
Lone working in a FSW
team
Do you have people ‘lone working’ out of the office – will the way you are managing it now
need to change if others work more flexibly too?
Managing team
communication:
This could include:
Individual & Team storage
How will you together use your team storage? What will everyone do to keep storage &
paperwork from building up so you continue to fit into your team allocation?
Managing Noise
What ideas will you put forward on your floor about getting the right balance between
spaces where people are interacting / discussing and having some for quieter working?
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Knowing where people are (when they are working out of the office)
People talking to each other (keeping in touch)
Information sharing (formal and informal)
Team support (including for particular roles such as trainees)
Team meetings
An Issue
for us?
Appendix 1
Housekeeping
How will you ensure that everyone takes responsibility for keeping the team and shared
areas tidy and well looked after?
Reducing costs and carbon
footprints
The Facilities Management (FM) function will help with saving energy and resources but
what does your team need to do differently to reduce energy costs and the use of
unnecessary resources?
What IT do people need ?
Who needs Passport etc to enable them to work at home and is there any specialist IT that
would support FSW for your team?
Managing phone calls and
How will people get in touch with you when you are working elsewhere – how do you need
diversions in a flexible team to set up the phone system so that people will not just keep getting the answer phone?
Making sure your
customers do not get a
worse deal
Will working more flexibly affect your service delivery at all or the way in which customers
get in contact with you? You need to think about any issues that might arise and how you
will deal with them so that service to customers (internal and external) is just as good as it
was, if not better. What office cover do you need and how will you ensure it?
Managing office or
business cover
Does your team have to provide cover for on the spot customer needs / problem solving or
to manage crises? Do you have to ensure office cover? How can this be managed fairly?
Managing meetings &
visitors with Reception
How will you keep the new FM managed reception informed about who you are expecting
for meetings and advise them about any issues they need to manage?
Adjusting to your new
building or FM function
If your building or having an FM function is new then there will be a number of changes to
get used to both in the way you do things and in terms of decision making about the
building; who is in it, how it is used and how it is run and maintained. Make sure you are
clear about the new protocols and any ways you need to adjust how you do things so that
you gain the benefits and use it well?
Managing work allocation
Do you currently allocate work using people’s desks / in-trays or pigeon holes? How will
this work if everyone does not have static ones or there are not enough?
Appendix 1
Workload management
How will you know if people have too much work? Or too little?
Managing performance
If you are going to manage more by outputs than by people being visibly present what
does this mean you, the team and individuals need to do differently?
Managing pressure
If your team is dealing with high pressure or emotionally draining situations what will
individuals and the manager do to ensure the manager knows when extra support is
needed and is able to give it?
Do you have any special management Situations?
As a manager you also need to be aware of whether you have any of the following special situations which may mean for those
individuals you may need to have a short term agreement to a different way of working which may not be so flexible. Have you got
any of the following situations which might warrant this:
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New staff – i.e. induction in a FSW environment needs a plan to ensure people do not just feel lost and detached
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Performance Issues – if you are actively managing someone’s performance this may need to impact on how you operate FSW
with them for a while
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Staff under particular pressure – if someone has something particular going on which means they need more support than usual
(or others) then you may need to see them more often.