8 Reasons to Say No to Flexible Working

Flexible working is becoming seen as a real “perk” in workplaces today with some research suggesting that employees would reject a 15% pay rise in favour of retaining workplace flexibility. For small business owners, offering flexible working can be a great way to attract and keep employees. But sometimes, flexible working just doesn’t work for your business needs, and it can feel hard to “go against the tide” and say no when you truly believe that being in the office is what is going to drive collaboration, teamwork, engagement, learning and productivity in your business. Under current UK Employment law, employees have the right to request flexible working from the first day of their employment. Employers must consider such requests in a reasonable manner and respond within two months. However, while there is no obligation to approve every request, employers can refuse on specific business grounds, such as additional costs, the inability to reorganise work or recruit additional staff, or a detrimental impact on quality, performance, or the business's ability to meet customer demand. When declining a request, it’s important to clearly explain the reasons to the employee, ensuring the decision aligns with your business's operational needs. 

Here are 8 practical reasons why you might have to say no to a flexible working request, along with tips on how to handle these situations in a kind and professional way.   

1. Impact on Business Operations 

In a small team, every role counts. Flexible working could affect essential tasks or disrupt customer service. If a request would make it harder to keep things running smoothly, that’s a fair reason to say no. You could also discuss options with the employee to find a bit of flexibility that doesn’t hurt productivity. 

For example, if a front-of-house employee asks for flexible hours that means they’re not available during busy times, it could damage the guest experience and cause longer wait times. In hospitality, peak hours are crucial because good service directly affects the business’s reputation and income. 

2. Fairness Among Team Members 

In small teams, approving one person’s flexible work can sometimes lead to feelings of unfairness. For example, if one person works from home, others may feel they’re picking up extra work in the office, for example, answering phones. It’s important to keep things fair and be open with your team about any arrangements that are being made for their team members and explain how you expect it to work. 

3. The Nature of the Job 

Some jobs just need to be done on-site, especially if they involve direct client interaction or hands-on work. Explain to the employee why their specific role requires being physically present to maintain quality and service standards. 

4. Scheduling Conflicts 

Small businesses often have tight schedules to make sure there’s always coverage. If a flexible working request would mess with your scheduling or disrupt workflow and ultimately customer service, it might be best to say no. However, make sure you consider options to provide some occasional flexibility during less busy times. 

5. Increased Management Needs 

Managing flexible or remote employees can take more time and resources, which can be tough for small businesses. For example, you might need to spend extra time coordinating schedules to ensure team collaboration, setting up regular check-ins to monitor progress, or using additional tools to track performance. If you don’t have the capacity, tools and systems to supervise flexible work arrangements properly, let the employee know why the current setup works best. 

6. Security and Privacy Concerns 

If your business handles sensitive data, flexible working can sometimes increase security risks, such as the use of unsecure internet connections or the potential for documentation to be viewed by other household members.  Explain to the employee that, due to data security, their role and consequently the information they handle, they need to stay on-site. 

7. Budget Constraints 

Flexible work arrangements can come with added costs, like extra technology and equipment or more management time. If the business doesn’t have the budget for these adjustments, be honest with the employee and suggest revisiting the idea at a later date. 

8. Need for Coverage During Peak Times 

Small businesses rely on everyone’s presence during busy times. If a flexible working request would mean missing coverage during crucial hours, it can affect service quality. Be clear about the need for all hands to be on deck during peak times, and explore other options if possible. 

Handling Flexible Working Requests with Care 

Turning down a flexible working request can be tough but approaching it with empathy and honesty can make a big difference. Clearly explain that the decision is based on business needs, not personal preferences. When you can, suggest other ways to support work-life balance, so employees know you’re open to helping them where possible.  

If you need more guidance on managing your employees, handling flexible working requests, or creating flexible working policy and procedure, sign up now to our Dakota Blue Academy.