Imagine being responsible for only half of your workload and sharing the other half of your working position with a partner. What would you do with all the extra time if you were in a job sharing agreement?

What is job sharing?

Job share arrangement is a form of regular part-time work, where two people share the responsibilities of one full-time position and split the hours. There are various models of job sharing in which workload can be split evenly or unevenly among the two employees.

The twin model

In the twin model (job share model) two employees share one full-time position and its workload – they work on the same tasks, on different days of the week. Job sharers work on their joint responsibilities as a team, which requires effective ongoing communication between them. Some employers find it best if they have at least one work day overlap to brief each other on current activities and share information.

The islands model

In the islands model (job split model) two employees share one full-time position, but not its workload. Employees specialize in different areas of position duties, which enables them better focus and use of different personal skill sets to complete the role. In job split employees are able to complete their tasks rather independently from one another.

Job sharers can be similar or opposite personalities and work very well together, as long as they are compatible in:

  • communication skills,
  • work habits and organisation systems,
  • career goals.

What speaks in favor of the job sharing arrangement and what are it’s challenges?

 PROS of JOB SHARING CONS of JOB SHARING
more diverse skills and experience in a position (especially when they are complementary) finding compatible partners may be challenging
enhanced problem solving by having two people work on the task replacing a partner who leaves may be difficult
greater continuity and coverage of work during absences, decreased absenteeism reversing the arrangement could be problematic
continuity of position skills and knowledge in case of one employee leaving need to monitor that both employees work at least 50% of the time
employees can keep their careers on track while having more time for family and other activities added supervision effort for monitoring two  instead of one employee
two people can cover high peak workloads if employees overlap on some days, additional work space may be required
no additional expenses to department implications for employee’s pay and benefits

What do you need to define at the start of the job share flexible arrangement?

  1. Division of responsibilities between sharers
  2. Hours of work for each partner and possible overlap periods
  3. Communication tools
  4. Work evaluation procedure for both individuals and a team
  5. What happens if one job-share partner leaves or the arrangement doesn’t work

It is also important for employees to agree on daily written handovers (with prioritizing tasks system and setting the time frames for completion) to keep track and the continuity of the workflow and for employees to work efficiently as a unit. They will also need a shared e-mail account, where it should be evident from their signatures who is available and when. This is the most efficient way to manage urgent e-mails, as either one can reply.

Make sure both of the job sharers agree on the division of workload and time-split and set their working time in an employee attendance tool. Besides providing you with legally required company timesheets, this will also ease your supervision efforts, as you will have a real-time overview of all worked hours and get notifications about any violations.

The weekly working hours of the two employees are most commonly split in two ways:

  • Half or split days
  • Half or split week

Half or split days

Usually, splitting days means that one person works mornings and the other afternoons, but your employees can split days in any way agreed upon and you can adjust the All Hours work time settings accordingly.

How to set split days job sharing in All Hours?

 

1. Set ‘Plan’ rule to define the total hours to be worked in a week.

In case of evenly split days set the ‘Plan’ rule to 4 hours from Monday to Friday for both employees.

plan rule settings in All Hours for split days job sharing

2. Set ‘Required time’ rule, when the two employees are required to be present at the office, according to their work schedule. In the example below one employee works from 8 AM to 12 AM from Monday to Friday, and the other one covers the hours between 12 AM and 4 PM.

required time rule settings in All Hours for split days job sharing, first job sharer required time rule settings in All Hours for split days job sharing, second job sharer

3. Set ‘Work time’ rule for the time in which worked hours for each employee will be taken into account as paid time.

You can set it according to the ‘Required time’ rule, but if you are expecting employees to change shifts sometimes, it will be easier for you to enable all 8 hours of a day for both of them. This way you will avoid manual corrections each time they change.

work time rule settings in All Hours for split days job sharing

Half or split week

The most common type of split week is where each person works two and a half days per week, but as in splitting days, here are also numerous options to split the week.

How to set split week job sharing in All Hours?

 

1. Set ‘Plan’ rule to define the total hours to be worked in a week for each employee separately, according to the splitting agreement. In the example below, one employee works Mondays and Fridays, the other one Tuesdays and Thursdays, and they split the Wednesday workload in half.  

plan rule settings in All Hours for split week job sharing, first job sharer plan rule settings in All Hours for split week job sharing, second job sharer

2. Set the ‘Required time’ rule, when both of the two employees are required to be present at the office, according to their work schedule.

required time rule settings in All Hours for split week job sharing, first job sharer required time rule settings in All Hours for split week job sharing, second job sharer

3. Set ‘Work time’ rule for the time in which worked hours for each employee will be taken into account as paid time.

You can set it according to the ‘Required time’ rule, but if you are expecting employees to change shifts sometimes, it will be easier for you to enable all 8 hours of a day for both of them. This way you will avoid manual corrections of hours each time they change shifts.

work time rule settings in All Hours for split week job sharing

In case you’ve missed our blogs on flexitime and compressed work week, just follow the links.

Track your flexible work hours with All Hours. Try it out for free, all features included:

 

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