Agility and regulatory framework: How to reconcile flexibility and rigor in public administration

Discover how Swiss public administrations reconcile agility and regulatory frameworks to improve their efficiency while complying with legal requirements.

Agility vs. Regulatory framework: Finding the right balance in public administration

Public administrations face a major challenge: how to combine the rigor of a strict regulatory framework with the need for organizational agility to effectively respond to the evolving needs of citizens. This structural tension, often seen as a constraint, can actually become a driver of transformation if managed pragmatically. The goal is to make public services more responsive, while maintaining compliance with legal requirements through agile administrative governance practices.

The structural tension in public administration

The regulatory framework is essential to ensure equal treatment and transparency of processes. However, it imposes procedures, timelines, and controls that can seem rigid and burdensome. In response to this rigidity, agility — which promotes adaptability, collaboration, and a results-oriented mindset — offers an effective way to enhance responsiveness and user satisfaction.

The real challenge lies in the ability to harmoniously integrate these two principles — agility and regulation — by identifying areas of flexibility that allow for compliance while introducing greater efficiency and adaptability. This requires a deep reflection on the leeway available within existing regulations and the adoption of agile project management approaches in the public sector.

Concrete solutions for a dynamic balance

Il est possible de trouver un juste équilibre entre agilité et cadre réglementaire grâce à une approche pragmatique et réfléchie. Voici quelques solutions pour concilier ces deux impératifs dans le contexte des administrations publiques.

Identify Existing Leeway

Regulatory frameworks are not monolithic. There are often degrees of freedom that can be leveraged to introduce greater flexibility into public organizations. A thorough analysis helps identify these areas of maneuverability and use them to implement agile practices. This regulatory mapping is a strategic first step toward successful organizational transformation in public entities.

Example from Geneva: According to an OECD study (2023) on public sector innovation, 67% of administrations that successfully implemented agile methods began by thoroughly mapping their regulatory frameworks to identify zones of flexibility.

Experimenting with agility through pilot projects

Rather than opting for a full-scale reorganization, it is often wiser to start by experimenting with agility through pilot projects. This approach allows public administrations to test agile principles in a controlled environment, measure outcomes, and fine-tune practices before scaling agility across the entire organization.

Example from Geneva: Since 2020, the Geneva cantonal administration has implemented a public innovation lab to test agile approaches on well-defined projects before applying them more broadly. This method has led to a 30% reduction in processing times for simple building permit applications.

Fostering autonomy and cross-functionality

Agility relies on the open sharing of expertise and information. Encouraging collaboration across departments and hierarchical levels helps streamline decision-making processes and promotes the emergence of innovative solutions. By delegating more responsibilities to staff and empowering them to take initiative, administrations can boost motivation, engagement, and innovation — even within the constraints of institutional frameworks.

Example from Lausanne: Since 2021, the City of Lausanne has introduced a structured autonomy program within its administrative departments. This initiative has resulted in a 25% reduction in processing times for routine cases and a significant improvement in employee satisfaction.

Continuous measurement and adjustment

As agility is an iterative process, it is crucial to establish performance indicators to assess the impact of changes and adjust practices accordingly. Public administrations must commit to regularly evaluating the effectiveness of agile initiatives using shared dashboards across departments and leadership levels.

Example from Valais: The canton of Valais has developed an “Administrative Agility Dashboard” that simultaneously tracks legal compliance and service responsiveness. This approach helps identify bottlenecks and optimize workflows without compromising regulatory requirements.

Toward an adaptive and compliant administration

The balance between agility and regulatory compliance is not a fixed state but a dynamic process of continuous adaptation. By adopting a pragmatic and incremental approach, municipal and cantonal administrations can reconcile these two imperatives and create a more motivating, high-performing work environment that better serves citizens’ needs.

Examples from various cantons and municipalities show that it is possible to navigate between these two requirements without opposing them. By gradually evolving the administrative culture toward greater flexibility — while maintaining the rigor essential to public service — administrations can strengthen both the quality and long-term sustainability of their services in a constantly changing environment.

4 practical solutions to balance agility and regulation in public administration:

1. Map the flexibility zones within the regulatory framework (67% of innovative administrations start with this step)

2. Start with pilot projects before scaling up (30% reduction in processing times in Geneva)

3. Develop structured autonomy for civil servants (25% reduction in processing times in Lausanne)

4. Continuously measure and adjust practices using shared dashboards (Administrative Agility Dashboard in Valais)

FAQ

1. How can teams accustomed to rigid procedures be brought on board?
   The key lies in continuous training and hands-on workshops on agile principles, with a strong focus on the direct benefits for both staff and citizens.
2. What legal risks might arise, and how can they be anticipated?
   Administrations should start by mapping their regulatory framework and identifying areas where agility can be applied without breaching legal rules. The introduction of agility must be accompanied by ongoing legal monitoring to avoid any risk of non-compliance.
3. How can the tangible benefits of the agile approach be measured?
   Results can be assessed in terms of time savings, improved efficiency, and increased citizen satisfaction.