Best Flexi Time Policies for UK SMEs

1. Define Core Working Hours

Even with flexibility, it’s helpful to set “core hours” when all employees are expected to be available — for example, from 10:00 AM to 3:00 PM. This ensures collaboration, meetings, and client interaction can happen consistently across teams.

Policy Tip: Allow employees to start earlier or finish later outside of these hours, provided they meet their total weekly contracted hours.

2. Set Minimum and Maximum Daily Hours

To stay compliant with the Working Time Regulations 1998 and prevent overwork, define the minimum and maximum hours that can be worked in a day. For example, a typical policy might allow work between 7:00 AM and 7:00 PM, with a maximum of 10 hours per day.

Compliance Note: Ensure employees take required breaks and do not exceed the 48-hour weekly average limit unless they've formally opted out.

3. Use a Clear Time Logging System

Flexitime only works well when hours are recorded accurately and transparently. SMEs should implement a digital time tracking solution that logs:

• Start and end times
• Breaks and rest periods
• Total hours worked
• Flexi-time balances (time earned or owed)

Why It Matters: It ensures fairness, protects against disputes, and supports compliance with employment law.

4. Create a Flexitime Balance Policy

Over time, employees may build up extra hours. Your policy should explain how these hours are handled. For example:

• Set a cap on the number of flexi hours that can be carried over (e.g., 10 hours per month)
• Offer time off in lieu (TOIL) for hours worked over standard
• Prevent “banking” excessive hours to avoid burnout

Best Practice: Regularly review balances to avoid misuse or excessive accumulation.

5. Define Who Is Eligible

Not every role may be suitable for flexitime. Your policy should outline eligibility criteria clearly, such as:

• Length of service (e.g., available after 3 months)
• Job type or team requirements
• Performance expectations

Tip: Apply criteria consistently to avoid discrimination and employee dissatisfaction.

6. Include a Review and Approval Process

Include guidance for line managers on how to assess and approve flexitime schedules. Encourage regular reviews to ensure arrangements are working for both the employee and the business.

Manager Tip: Use Flexi Time Planner to review individual attendance patterns and productivity trends to make informed decisions.

7. Document Everything

Put your flexi time policy in writing and ensure all employees are trained on how it works. Include the policy in employee handbooks and make it part of onboarding procedures for new hires.

Legal Reminder: Clearly documenting your policy helps demonstrate compliance with UK employment law and prevents misunderstandings.

8. Support with the Right Technology

Manual tracking of flexi time can quickly become unmanageable, especially for growing SMEs. A digital time tracking system like Flexi Time Planner makes it easy to:

• Log hours accurately
• Set working time rules
• Generate compliance reports
• Track flexi balances automatically

This reduces administrative burden and gives employees clarity and accountability.

Final Thoughts

When designed thoughtfully, flexi time policies can give UK SMEs a real competitive edge. They improve retention, reduce absenteeism, and support a healthier work culture — all while remaining compliant with employment regulations.

Flexi Time Planner gives you the tools you need to implement effective flexitime policies without the complexity. From accurate tracking to compliance safeguards, we’re here to help your SME succeed in the modern workplace.

Need help setting up or managing flexitime in your SME?
Contact us or request a free demo to discover how Flexi Time Planner can support your workforce.