Should I approve this flexible or remote working request?

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    "name": "Should I approve this flexible or remote working request?",
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    "description": "Determines whether a flexible or remote working arrangement should be approved and at what level. Decisions are based on role characteristics, performance track record, team coverage needs, and compliance readiness. Consistent application of this framework reduces the risk of perceived favouritism and supports a fair flexible working culture.",
    "mode": "decision",
    "entry": "Q1",
    "tags": [
      "hr",
      "remote work",
      "flexible working",
      "people operations",
      "hybrid"
    ],
    "image": "https://images.unsplash.com/photo-1593642632559-0c6d3fc62b89?w=1200&q=80"
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  "questions": [
    {
      "id": "Q1",
      "text": "What best describes the nature of the employee's role in terms of location dependency?"
    },
    {
      "id": "Q2",
      "text": "Has the employee demonstrated a track record of meeting or exceeding performance expectations over the past six months?"
    },
    {
      "id": "Q3",
      "text": "Can the team's coverage and operational requirements be met without this employee being on-site on the days they are proposing to work remotely?"
    },
    {
      "id": "Q4",
      "text": "Does the employee have access to a suitable, secure, and compliant remote working environment — including appropriate equipment, a stable internet connection, and a private workspace that meets data security requirements?"
    }
  ],
  "outcomes": [
    {
      "id": "FULLY_REMOTE",
      "label": "Fully Remote Approved"
    },
    {
      "id": "HYBRID",
      "label": "Hybrid Approved (Specified Days)"
    },
    {
      "id": "ONSITE",
      "label": "On-site Attendance Required"
    },
    {
      "id": "ESCALATE",
      "label": "Requires Manager / HR Escalation"
    }
  ],
  "dsl": "dag: Should I approve this flexible or remote working request?\nversion: 1.0.0\nimage: https://images.unsplash.com/photo-1593642632559-0c6d3fc62b89?w=1200&q=80\ndescription: Determines whether a flexible or remote working arrangement should be approved and at what level. Decisions are based on role characteristics, performance track record, team coverage needs, and compliance readiness. Consistent application of this framework reduces the risk of perceived favouritism and supports a fair flexible working culture.\ntags: hr, remote work, flexible working, people operations, hybrid\nentry: Q1\n\nQ1: What best describes the nature of the employee's role in terms of location dependency?\n  hint: Consider the core activities of the role, not just occasional tasks. A client-facing role requires regular in-person presence with external stakeholders — customers, partners, or regulators — and typically cannot be performed fully remotely without service impact. A highly collaborative role requires frequent real-time interaction with internal team members to deliver its outcomes, such as design, engineering leadership, or sales management. An independent contributor role delivers largely self-contained work that does not depend on physical co-location, such as writing, analysis, software development, or finance processing.\n  A: Client-facing — regular in-person presence with external stakeholders required -> Q2\n  B: Highly collaborative — daily real-time coordination with internal team members -> Q3\n  C: Independent contributor — work is largely self-contained and output-based -> Q4\n\nQ2: Has the employee demonstrated a track record of meeting or exceeding performance expectations over the past six months?\n  hint: Review the employee's most recent performance rating, any documented feedback from the manager, and whether goals and deliverables have been met consistently and on time. An employee who is meeting expectations with strong client feedback is better placed to self-manage client relationships remotely than one who is still building core competencies. Do not factor in personal circumstances or likeability — base this assessment solely on documented performance evidence available in the HR or performance management system.\n  yes -> [HYBRID]\n  no  -> [ONSITE]\n\nQ3: Can the team's coverage and operational requirements be met without this employee being on-site on the days they are proposing to work remotely?\n  hint: Map the employee's proposed remote days against team schedules, planned meetings, client commitments, and peak activity periods. Consider whether key handovers, escalations, or time-sensitive decisions can be managed effectively with a remote team member. If the team is already operating a hybrid model, assess whether adding another remote arrangement creates a coverage gap or an undue burden on on-site colleagues. Engage the manager and, if relevant, other team members before answering.\n  yes -> Q4\n  no  -> [ONSITE]\n\nQ4: Does the employee have access to a suitable, secure, and compliant remote working environment — including appropriate equipment, a stable internet connection, and a private workspace that meets data security requirements?\n  hint: A compliant remote environment typically includes: company-issued or approved equipment configured with up-to-date security software and VPN access; a private workspace where confidential conversations cannot be overheard and screens cannot be observed by non-authorised individuals; and a broadband connection that meets the minimum speed requirements for video conferencing and system access. The employee should complete or have completed the organisation's remote working security assessment or equivalent checklist. If equipment needs to be provided, check whether budget is available through the IT or HR function before approving the arrangement.\n  yes -> [FULLY_REMOTE]\n  no  -> [ESCALATE]\n\n[FULLY_REMOTE]: Fully Remote Approved\n  color: #4ade80\n  description: The arrangement meets all criteria for full remote working approval. Issue a formal flexible working agreement letter confirming the approved arrangement, the review date (typically after three to six months), any required on-site attendance expectations such as team days or quarterly meetings, and the process for varying or revoking the arrangement. Ensure the employee's work location is updated in the HR and payroll systems, as a change in work location may have tax, benefit, or employment law implications if the employee is moving to a different jurisdiction. Schedule a check-in at the one-month and three-month marks to assess how the arrangement is working in practice and whether any adjustments are needed.\n  code: HR_RW_01\n\n[HYBRID]: Hybrid Approved (Specified Days)\n  color: #60a5fa\n  description: A hybrid arrangement is appropriate given the role's client-facing requirements combined with a strong performance record. Work with the manager and employee to agree on specific on-site days that align with client needs, team meetings, and peak activity periods — and document these clearly in the flexible working agreement. The agreement should specify the minimum number of on-site days per week or month, which days are fixed versus flexible, and expectations around response times and availability on remote days. Review the arrangement formally after three months and annually thereafter, with the understanding that business or role requirements may necessitate a change to the agreed pattern.\n  code: HR_RW_02\n\n[ONSITE]: On-site Attendance Required\n  color: #f97316\n  description: The role characteristics, performance record, or team coverage requirements mean that a remote or hybrid arrangement cannot be approved at this time. Communicate the decision to the employee respectfully and in writing, providing a clear explanation of the specific business reasons — do not give vague or general justifications. Where the barrier is performance-related, outline what improvement is required and over what timeframe before the request can be reconsidered, so the employee has a clear pathway to reapplication. Where the barrier is role or coverage-based, explore whether any partial flexibility — such as earlier start times or compressed hours — could meet the employee's underlying need without compromising operational requirements.\n  code: HR_RW_03\n\n[ESCALATE]: Requires Manager / HR Escalation\n  color: #facc15\n  description: The request cannot be approved or declined without resolving an outstanding compliance, equipment, or security gap. Identify the specific barrier clearly — for example, inadequate equipment, no VPN access, or a workspace that does not meet data privacy requirements — and agree on a remediation plan with the employee before the arrangement begins. If company-funded equipment or a home office allowance is available, initiate the procurement process immediately and set a target date for the arrangement to begin once compliance is confirmed. Do not allow the employee to work remotely from a non-compliant environment in the interim, as this creates data protection, liability, and regulatory exposure. Revisit the request formally once the compliance criteria are met and document the outcome.\n  code: HR_RW_04\n"
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