by Loura Cortez, HR Solutions Specialist
Seasonal hiring holds significant importance for businesses, particularly during the summer months where many industries experience a surge in demand related to such factors as tourism, outdoor activities, events, and seasonal products. Businesses need to ramp-up their workforce to meet this heightened demand to ensure smooth operations, maintain service levels, address vacation and leave requests, and to capitalize on seasonal opportunities. It’s also a good time to boost productivity and efficiency, manage workforce flexibility, and test potential permanent hires.
The first step to determining the need for seasonal hiring is to identify the organization’s hiring needs. This may include analyzing past data, forecasting demand and identifying peak periods. It’s important to review current staff levels, workload capacity and consult with department managers to fully understand their needs and challenges. Department managers can provide valuable insights into specific roles and areas where seasonal hiring may be necessary to support objectives.
Next, a recruitment strategy will be needed, which may include utilizing job boards, social media platforms, employee referrals, and local community resources such as chambers of commerce or colleges. Create compelling job descriptions and be sure to indicate the seasonal time-frame the new hire can expect to work as well as any related commissions or bonuses included.
Follow your organization’s established screening and selection process for seasonal hires. Conduct interviews, check references and evaluate seasonal workers in the same light as you would a permanent or full-time hire.
Effectively onboarding seasonal employees requires the same paperwork and legal requirements as permanent hires. This should also include your organization’s employee handbook review, training programs, introduction to company culture and values, and setting clear expectations. Be sure to adhere to any legal considerations and regulations related to your seasonal hires, such as employment laws, wage and hour regulations, and worker classification…to name only a few.
Providing a job description to a seasonal hire is essential. Job descriptions help ensure legal compliance by accurately describing the essential functions of the job, any physical or skill requirements, and any other legal or regulatory considerations related to the role. A thorough job description also provides:
- Clarity of Expectations
- Alignment with Business Goals
- Performance Management
- Legal Compliance
- Conflict Resolution
- Professionalism and Accountability
Managing seasonal workers effectively involves implementing strategies to ensure they are productive, engaged and integrated into your organization’s workforce. Here are a few tips for managing seasonal workers:
Clear Communications – Communicate expectations clearly from the beginning. Outline tasks and responsibilities, explain company policies and procedures, regularly communicate updates, changes and feedback to keep seasonal workers informed and engaged.
Set Goals and Expectations – Establish clear goals and expectations. Define key performance indicators (KPIs) and milestones to track progress and evaluate performance. Provide feedback and guidance to help them succeed in their roles.
Flexibility – Recognize that seasonal workers may have other commitments or obligations outside of work. Be flexible with scheduling and accommodate their needs when possible. Offering flexible work arrangements can help attract and retain seasonal talent.
Team Integration – Integrate seasonal workers into your organization’s existing team to foster a sense of belonging and teamwork. Encourage collaboration, communication, and camaraderie among all employees regardless of employment status. Consider organizing team-building activities and events to strengthen relationships.
Provide Support – Be available to support seasonal workers and address any questions, concerns, or challenges they may have. Maintain an open-door policy and encourage them to seek assistance whenever needed.
Performance Management – Regularly review the performance of seasonal workers and provide constructive feedback. Address any performance issues promptly and offer opportunities for improvement or development. Recognize and reward high performers to encourage continued excellence.
Eventually, the season will come to an end. It is important to have an exit strategy in place in order to effectively plan for the termination of employment. Seasonal hire exit strategy procedures should include:
- Advance Notice – Clearly communicate the duration of the seasonal position and expected end dates well in advance.
- Wrap-Up Meetings – Conduct exit interviews to gather feedback, discuss experiences, and address any outstanding issues or concerns. Use this opportunity to say, “Thank You,” and provide constructive feedback.
- Return of Company Property – Collect any equipment, materials issued, and any other items assigned during the employment. This may include uniforms, badges, tools, technology devices, or other organizational assets. Provide instructions on how and where to return the items.
- Final Pay and Benefits – Ensure the final paycheck is delivered promptly and accurately. Include any accrued wages, bonuses or commissions. Provide information on benefits continuation or termination if applicable.
- Documentation and Records – Update personnel records and documentation to reflect the end of the seasonal hire’s employment.
- Legal Compliance – Ensure compliance with all relevant employment laws and regulations. Adhere to all legal requirements regarding final pay, notice periods, and other obligations.
- Exit Survey – Consider conducting exit surveys or feedback forms to gather insights from seasonal hires about their overall experience with your organization. Use this feedback to identify areas for improvement and enhancement.
- Maintain Positive Relationships – Maintain positive relationships with seasonal hires even after their employment ends. Stay connected through professional networking platforms such as LinkedIn and keep them informed about future employment opportunities.
And, if the opportunity arises, hiring seasonal workers full-time can be beneficial to your organization for many reasons including an established familiarity, proven performance, and reduced recruitment costs. Doing so also bolsters employee retention and loyalty, faster employee integration, enhances team dynamics, and helps to meet the organization’s long-term needs faster. Offering full-time employment opportunities to seasonal workers also sends a positive message about your organization as an employer that values and invests in its employees’ career growth and development. Overall, this can be a strategic decision that benefits your organization by leveraging talent and fostering a positive work environment.
Hiring seasonal workers can be a strategic solution for organizations to meet temporary staffing needs, capitalize on peak seasons and improve overall operating efficiency. Investing in seasonal workers can yield long-term benefits for your organization. As you navigate the process of hiring seasonal workers, remember to prioritize the recruitment and management process to build a strong and resilient workforce that can adapt to your organization’s evolving needs.
Southland Data Processing’s SDP – HR division provides HR guidance, audit reviews and can assist organizations with implementing and managing seasonal worker policies and procedures. We’ve helped many businesses transform their organization for the better, and within regulatory compliance guidelines. Contact us for a complimentary consultation and to learn how to get started with implementing a flexible workplace strategy.
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*Southland Data Processing, Inc. (“SDP”) is not a law firm. This article is intended for informational purposes only and should not be relied upon in reaching a conclusion in a particular area of law. Applicability of the legal principles discussed may differ substantially in individual situations. Receipt of this or any other SDP materials does not create an attorney-client relationship. SDP is not responsible for any inadvertent errors that may occur in the publishing process.