Step 2: the meeting
See the flexible working options page for more details:
Arranging the meeting
A meeting provides an opportunity for the manager and staff member to explore the flexible working request and discuss how it could be agreed or if any alternative options are available.
The meeting should take place either face to face or virtually and be held in a confidential room without interruptions.
At the meeting, staff have the right to be accompanied by a trade union representative (if a union member) or a UHB colleague.
Guidance on what needs to be considered when reviewing a flexible working request is outlined in step 3:
Preparing for the meeting
The manager should:
- review the flexible working request
- outline any elements from the request that may or may not be able to be accommodated and explain why
- consider if any alternative options are available if the request can not be accommodated
- consider if a trial period may help with understanding if the flexible working request can work in practice
The staff member should:
- consider what information they are willing to share (remember: a reason for the request does not need to be provided but it can help to explore what can be put in place to support the application)
- prepare to be flexible if the original request can not be accommodated. The meeting is an opportunity to see if an alternative working arrangement may be appropriate
- think about what the ‘hard no’ elements are and what can be flexed to enable an agreement to be reached. See the flexible working options page for more details
- ensure any attending trade union representatives or colleagues are fully briefed on the request before the meeting and are aware of the flexible working procedure
Making a decision
A decision doesn't need to be reached at the meeting. If more time is required to consider the request, let the member of staff know and inform them of the outcome within 14 calendar days of the meeting.
If an agreement is reached at the meeting it should be confirmed in writing using the flexible working request approval letter template within 14 calendar days. This is particularly important if any agreed changes result in the staff member’s terms and conditions of employment changing.
Further details of how to respond to a request are outlined in step 4 of the process.