How to Manage Temporary Employees
Hiring temporary workers can be exactly what your business needs to get through a busy season, cover for an employee on leave, or complete a project requiring specialized or new skills. If you've never managed temporary employees before, it can be daunting to figure out how to get the best work from your new staff while still ensuring they have a positive experience with your company. If you are managing one or more temporary employees, consider the following tips to be a more effective manager and have a successful contingent workforce.
Be Prepared
Don't surprise your team members with a temporary worker. Make sure they know ahead of time how long the temporary employee will be there and what their responsibilities will be. Clarify how temporary roles will fit into the team to prevent confusion among your regular workforce as to who is responsible for supervising the temp employee and how they will be working with them. Discuss what equipment, resources, or training the person will need to get started and make sure you have an action plan for their first day.
Don't Overlook Orientation and Training
Just like any other employee, temporary workers need to know the basics of your organization. This includes the usual first day tour and explanation of company policies, as well as your expectations regarding attendance, punctuality, dress code, breaks, etc. Take time for personal introductions and explain your key team members' roles so temporary employees know who to go to with specific questions or concerns. If the temp will be working on a specific project, make sure they understand the parameters and receive necessary training before they start, such as how to use a software program or what safety procedures are required. Cover anything the temp may need to know to do their work efficiently, including key office procedures, where to find the supplies they need, or who to contact when the printer breaks. Otherwise, they will waste time or make mistakes by guessing or asking the wrong person for help. Even if the temp worker is experienced, there will be a learning curve in understanding your company's procedures.
If you're working with a temporary staffing agency, this is also a great time to clarify the respective roles of the agency and your company. Remind the temp employee that their employer is the staffing agency, so questions about payroll, taxes, benefits, etc. should be directed to their recruiter, and the temp employee needs to follow the agency’s process for calling out from work and submitting time sheets.
Be Clear about Objectives and Expectations
When you're assigning tasks to your temporary workers, be as specific as possible about what you need accomplished and when you need it done by. By clearly defining their job duties and performance expectations, workers will know what is expected of them from day one and can hit the ground running. If there are certain software programs they need to use or specific formatting procedures you prefer, make sure to include that in the job description. The more information you can provide upfront, the less likely it is that there will be any misunderstandings later on.
Make Them Feel Like Part of the Team
Working as a temp can also be isolating, since coworkers may make little effort to get to know someone who won’t be there long-term. Make sure temporary employees are treated the same as everyone else and don’t feel like second-class citizens. Refer to them by their name, not as "the temp." They aren't likely to do their best work if they feel demeaned or excluded, and it's your responsibility as a manager to ensure everyone feels welcome and respected. Small and frequent recognition of temp workers' contribution to the team can make a big difference to morale. Encourage permanent employees to get to know them and include temps in social activities such as office birthday or holiday celebrations, team-building exercises, and company lunches.
Take an Interest
Take time to get to know your temps as individuals. Learning their names, a little about them personally, and what experience they hope to gain from this assignment will help you know how to motivate them to do their best work. People are more likely to go above and beyond for a manager who takes an interest in them as a person, not just a worker. Pay close attention to their work to see if they are well-suited for the role they have been assigned, or if they have other skills that could be better used at another station or in a different department. Getting to know the employee's strengths and weaknesses will enable you to make the best use of their skills and prevent them from failing because they were put in the wrong job.
Check In Regularly with Temporary Workers
Set aside some time regularly to check in with your temps. Ask them how their work is going, if they have any questions, or if there's anything you can do to help them be more successful. Not only will this make sure they are on track with their temporary assignments, but it will also show that you care about their experience with the company.
These check-ins are also a great time to catch any problems early on. If an employee is having difficulty with their work, they may be hesitant to come to you on their own. Worse, in some cases there may be conflicts between employees, or permanent staff may look down on temps or take advantage of them. By checking in regularly, you can identify these issues early, resolve them, and help the employee get back on track.
Be Available
Beyond regular check-ins, make yourself available to answer questions and give feedback when needed, especially during the first few days or weeks while your temporary employee is getting acclimated. Make sure the temp knows how to find you if they need help and emphasize that your door is open if they have questions or concerns.
Work as a Team with Your Recruiter
Don't forget– your recruiter is your partner in this process, as well as the legal employer. If you are having trouble with a temporary employee, let them know. They can reach out to the employee to coach and counsel them, whether the issue is job performance, attitude, attendance, or something else. By serving as a mediator, they can often help resolve issues before they become so big that termination is the only option– but they have to know there is an issue to be able to help. They can provide guidance and support throughout the process and are an invaluable resource when it comes to managing your temporary workforce. And if an employee isn't a good fit, they can start looking for a replacement. The sooner you let them know there is a problem, the easier it will be to fix. Regular communication with your temporary staffing agency is crucial to having a successful experience with temporary employees.
Be Mindful of Their Time
Remember that temps are only with your company for a limited time, so prioritize their tasks and make sure they have enough time to complete them. Keep in mind that it is not uncommon for a job seeker to accept temporary positions while they are looking for a permanent job. Be prepared in case the temporary worker quits before the end of the assignment, even if they say they will be available for the whole period. Have a system in place to allow work to be smoothly transferred between temps or to another employee so there isn't a lot of confusion if a temp leaves their position unexpectedly.
Be Honest About the Prospects of a Permanent Role
If you're interested in hiring a temp worker as a permanent employee, let them know. Being upfront about the possibility of a full-time position will help them decide if they want to take the job and will motivate them to do their best work. You will also be less likely to lose them to a competitor. On the other hand, if you're not interested in hiring them or there is no available position, be honest about that as well. Don't try to string them along just to keep them from taking another job– it's not fair to them, and will just cause frustration and resentment. If you honestly communicate with them throughout the temporary period, it will build trust and make a big difference in your working relationship.
Offer Feedback. . .
Give feedback when appropriate, both positive and constructive. In addition to telling them when they are doing a good job, let them know if they need to make any improvements. Be specific in your feedback so they know what needs to be done differently. This will help the employee understand your expectations and avoid making the same mistakes in the future.
. . .And Ask for Feedback!
If you want to become a better manager, you need to know how you're currently doing. When the temporary assignment ends, take some time to talk to the employee about their overall experience. This feedback will help you identify how you can improve as a manager, as well as areas where your company could improve the hiring experience for temporary (and permanent) staff. For example, if the temp tells you that onboarding was chaotic and they didn't know what they were supposed to be doing for the first week, you know you need to work on creating a more structured onboarding process that will ensure employees have the guidance they need to start the job out right.
End on a Positive Note
When the assignment is coming to an end, take time to say goodbye and thank the employee for their hard work. If you were satisfied with their performance, write them a positive review or recommendation. This will not only help them in their job search, but will also leave them with a good impression of your business, making them more likely to refer other great workers to you. If they were an outstanding employee, stay in touch after the temporary work ends. You may want to contact them again for other contract or temporary roles or even a permanent role if one becomes available.
Practically every industry can benefit from hiring temporary workers, whether it's a short-term business need to cover for core workers or longer assignments to handle a busy season. By following these tips, you can give your temporary employees the tools they need to be successful while making sure they have a positive experience working for your company. Creating a good relationship with your temporary employees will motivate them to do their best work and recommend your company to others.
