Once you’ve decided that a flexible work arrangement is right for you, the next step is to sell your employer on this new arrangement. I always recommend that moms take the time to put their plan in writing for several reasons. For starters, it shows that you’re serious. A written proposal also forces you to organize your thoughts, while forcing you to come up with good answers to the tough questions your boss is likely to raise. This will make it much more difficult for your boss to say no without at least giving your proposal some thoughtful consideration.
A well-written proposal should be clear, concise and easy to read, with sections clearly identified using subheads. It can be anywhere from two to 20 pages (I’d suggest no more than ten) in length, depending on how much detail will convince your supervisor to say yes. Ideally, the proposal should convey your idea so clearly that anyone reading it for the first time will get the gist of it without further explanation. While you’ll want to discuss the key points of the proposal with your boss in person, keep in mind that she will likely want to review it thoroughly on her own and possibly pass it on to other people in the company.
Here’s a detailed outline that will help you create a winning proposal and ensure that you are asking all the right questions:
How to Write a Winning Proposal
Include the essentials in your introduction
Outline the kind of flexible work arrangement you’re
proposing: four-day workweek, job sharing, etc.
Show examples of how you will continue to be a valuable employee.
List benefits to the company, such as cost savings and keeping a valuable employee.
State why you’re proposing this: for a better work/
family balance.
Show how your proposal fits in with company policy or mission, if applicable.
Demonstrate how flexible work can be good for both you and your employer (include key points that you’ve found in the studies that support flex work arrangements).
Make it clear that this is a draft for review and
discussion.
Outline your proposed work arrangement
What is the actual schedule you’re proposing?
• how many hours per week you’d like to work
• which days you plan to work
• how you’ll deal with peak periods of your business and key meetings on days off
• how your key responsibilities fit into this new schedule
Where do you plan to work?
• if in the office, think about whether you need the same setup you have now or could get by with sharing an office or computer
• if from home, describe your setup, technology, the child care you have in place, etc.
How will your job responsibilities be redefined?
• what you will be responsible for
• what should be reassigned and to whom, or to what kind of position
Show how you will remain accessible
How will you ensure that you connect regularly with
coworkers and your boss about projects, progress
reports, etc.?
Suggest ways to be available on your days off, when required (by e-mail, cell phone, scheduled calls, etc.).
How will you handle emergency requests and work periods when overtime is required to meet a deadline?
Describe how you will make this work
Remind your boss that you have demonstrated the skills (self-discipline, productivity, success with deadlines, etc.) that suit a flexible work arrangement.
Describe how you’ll continue to work closely with team members under your new schedule.
Show how you’ll meet deadlines.
Talk about how you’ll resolve conflicts that arise.
Paint your new financial picture
Include the salary you are proposing (i.e., three days a
week = 65 percent of original salary) and explain why it makes sense.
Indicate what kind of benefits package you are hoping for: full benefits, prorated benefits adjusted to the reduced number of hours you will be working, half the cost of your plan, etc.
How many vacation days and sick days do you propose? Adjust your current allocation to reflect the number of days you will be working in the new arrangement. If you were entitled to three weeks and will now be working a three-day week, you would be entitled to three weeks times three days – or nine days. Make sure you indicate all cost savings to your employer.
Recommend regular performance reviews
Suggest regular (i.e., quarterly) meetings to review how the new arrangement is going.
List specific criteria or goals that should be reviewed at each meeting, such as your ability to meet deadlines, achieve a sales target or land a certain number of new clients.
Recommend ways that you or your boss could solicit and evaluate feedback from your coworkers or clients.
Include proof that flexible hours work
Start with examples of successful flexible work arrangements within your company if they exist. Include a bit about the employee’s role, the actual flexible work arrangement and testimonials from the relevant manager about how the arrangement is working out.
Include a summary of the research you have found in
support of flexible work arrangements in general, and if possible the specific kind of arrangement you are proposing. Backup articles and statistics are good to have, but don’t include entire studies in your proposal, just the highlights.
Wrap it up with a summary
Remind your employer why you think you are suited to a flexible work arrangement. Reiterate your track record with the company: your accomplishments, longevity, etc.
Explain why you think this proposed arrangement will work for you (increased job satisfaction) and for the
company (more cost-effective and the chance to keep a good employee).
Jacqueline Foley is the Author of Flex Appeal: An Inspirational Guide to Flexible Work for Mothers (www.getflexappeal.com). She loves to write about important issues in women’s lives. Jacqueline’ s work has appeared in Canadian Living and Homemaker’s Magazines, and various women’s websites. She is the mother of two young boys and lives in Stouffville, Ontario. Jacqueline will be a regular contributor to urbanmoms.ca. Please share your comments below or send Jacqueline an email with any questions.