What to consider when creating a work exchange program

Work exchange programs offer a host of benefits for employers and their employees looking to gain newfound knowledge and experiences. Staff can soak in new cultures, make connections, learn different skills and gain greater independence while living and working away from home.

Exchange programs are rarer in Australia’s aged care industry – at least in terms of Australian staff travelling abroad or even interstate. So why not consider a short-term exchange program to help your staff personally and professionally develop? Here’s how you could do it.

Learn from others

It always helps to take inspiration from others when you’re trying something new and there are some successful exchange programs to look to for ideas.

• In the aged care sector, South Australian provider ACH Group previously held its Sun-Life exchange program with Japan’s Sun-Vision Social Welfare Corporation. ACH sent staff to Japan bi-annually while Japanese workers visited annually for one week. The cohort featured care workers, social workers and team leaders.
• Publicis Groupe, a global advertising and public relations organisation launched Work Your World in 2022 allowing employees to work from any country where it’s based for up to six weeks a year. Accommodation is available via an internal home swap program to minimise travel costs.
• Havas Village Australia, VCCP Sydney and OMD Australia provided similar opportunities during the COVID-19 pandemic, allowing staff to work from international offices for up to two months so they could visit family while not solely relying on annual leave. 

How should it be structured?

There are several key elements to any successful exchange program and it’s critical you plan accordingly. This is what you need to consider. 

Choosing partner organisations

As shown by the examples mentioned above, work exchange programs can take different forms. In fact, many employers steer clear of a true exchange (one worker for another) and simply allow travelling employees to continue working in an international office.

It’s up to you to determine whether you want to be in a program where employees are swapping roles, or just working abroad with no local replacement. Staff looking to visit family interstate or overseas could benefit the most from a staff exchange program where they can continue working in another office or site without sacrificing leave.

Employers with a national or interstate presence are set up best for an exchange as you can easily facilitate training, development and hosting internally. It’s also a great way to allow managers and leaders to experience a different team culture while still working within the company.

In terms of a global exchange, employers may have to be more creative. You will likely have to work with existing or new contacts to establish opportunities, or you could even explore working holiday options for Australians if you want to send individuals abroad outside of a program.

Staff selection

Who is allowed to participate in the exchange, and who cannot? You have to consider which roles and responsibilities will be best suited for working overseas. Staff in web development/IT, finance, administration or marketing roles are more likely to adapt to working in a foreign office environment. Nurses and personal care staff may require a more detailed exchange to avoid creating workforce gaps locally.

Important staff selection considerations include:

• Do they have a valid passport (if travelling overseas)?
• Do they have a valid driver’s licence to ensure they can travel safely and independently if necessary?
• How long have they worked for the company?
• Is their position one that requires or would benefit from working in another environment?
• How will the experience help them develop personally, and how will it benefit your organisation as a whole?

It will help to have a selection committee to look through and decide upon the successful candidates as you want to remove any personal bias.

Financial costs

Funding and expenses are arguably the most important factors to consider for an employee exchange. It can often make the difference between a program succeeding or failing.

• You will need to consider flights and travel costs for the exchange programs you host. If you are facilitating remote/hybrid work from another office while an employee visits family, transport expenses will not be your responsibility.
• Will there be a daily food allowance, and if so, how much?
• Could there be a requirement for employer/employee financial contribution splits?
• Explore all avenues for funding. If you’re establishing an exchange program with an international company, is there potential for Government funding to assist with any cross-cultural exchange or collaboration? 

Ultimately, there’s no need to rush the process when establishing or partnering with another organisation to deliver a work exchange program. It may or may not work for your team but it could unlock new development opportunities for staff.