Unlocking the Benefits of Flexible Staffing for Your Organization: The Complete Guide

In recent times, it has become abundantly clear that the work practices adopted during the pandemic are here to stay. 

As per the 2022 survey by Deloitte, 94% of respondents expressed that they would gain benefits from work flexibility.

The key advantages cited include decreased stress, improved mental health, and a more seamless integration of work and personal life. Similarly, findings from the Gartner Digital Worker Experience Survey reveal that 43% of respondents acknowledged flexible working hours as contributing to increased productivity. Additionally, 30% of those surveyed noted that reduced or eliminated commuting time enabled them to be more productive.

This goes beyond just how employees see it.

Employers across various industries are discovering real perks from flexible work setups, like the boost in employee engagement and satisfaction that ultimately results in higher retention rates. 

Plus, being able to provide flexible schedules or remote work options has turned into a valuable asset for attracting top-notch talent, giving companies a competitive edge in their recruitment processes. It's not just a business strategy; it's a people-first approach that makes your workplace more appealing and adaptable to the diverse needs of your team.

All of this proves that staffing flexibility in work is no longer merely a temporary measure in response to the pandemic, it has evolved into an enduring characteristic of the contemporary work environment. Employees and employers alike are constantly contemplating when, where, and how work happens as they don't want to constrain themselves within the rigid structures of yesteryears.

Instead, they envision a positive future of work that balances the 'either,' the 'or,' as well as 'both' - where everyone has more choices and control over the manner and framework in which they work.

Flexible Staffing Explained

Even though most people are familiar with the concept of remote work, the definitions of flexible work are consistently challenged by widespread assumptions.

In essence, flexible staffing is exactly what it sounds like; an arrangement where employers and employees work together in a way that suits them individually. It's about avoiding rigid standards that may run counter to what makes each person productive, motivated, and happy. It's all about finding that sweet spot where everyone feels their best and can contribute effectively.

True, sustainable flexibility is about more than just work location and hours. It involves which tasks people do and how they get them done. The key is tailoring work to "fit" people, rather than forcing individuals to conform to a predefined mold. When you prioritize the human aspect, align with values, and grow toward long-term success in staffing design, your workforce becomes not only productive but also resilient, inclusive, and equitable.

Flexible staffing adds a whole new level of agility for employers. While flexible work zooms in on adapting schedules or remote setups for existing staff, flexible staffing broadens the playing field. Employers can play the hiring game strategically, tweaking their team composition by bringing in temporary or contingent workers as the situation demands. This adaptability makes certain that you can optimize your staffing levels efficiently, fostering a more nimble and responsive workforce that can navigate varying workloads with greater ease and effectiveness.

Some common types of flexible staff include:

Leased employees: In this scenario, the agency takes on the responsibility of compensating the employee instead of the direct employer, essentially leasing a portion of the agency's workforce.

Temporary agencies: Employers engage workers through temporary agencies for short-term assignments. Instead of the organizations directly managing payroll, it is the employer's responsibility to remunerate the employees during their temporary tenure.

Contract workers: Here, employees are formally employed by a subcontractor who offers their services to a distinct client or business. The subcontractor assumes the role of paying the workers' salaries as they are considered employees of the subcontractor. Upon completion of the task, workers revert to the subcontractor, who then assigns them to the next location with a different client.

Beyond these categories, several proven staffing approaches cater to diverse workforce structures.

The Benefits of a Flexible Staffing Model

Embracing flexibility proved to be a game-changer for organizations during the peak of the pandemic, enabling not just their survival but innovation and financial prosperity. 

Surprisingly, though, many businesses hesitate to make it a permanent fixture. Instead, they cling to old-school approaches and one-size-fits-all policies that ignore individual differences. If one person is perceived as slacking off, the knee-jerk reaction is to micromanage everyone, overlooking variations in self-leadership and its impact on productivity and morale. For those who thrive on in-person work, the drained ones are expected to conform and simply show up.

Now, these stringent, reactive practices won't pave the way for sustainable productivity. What we need is the creation of flexible, adaptable systems. Each person's body and mind are unique, and when businesses push for conformity, it stifles everyone from reaching their full potential.

Rather than adhering to a rigid approach of systematically filling positions or hiring new full-time employees for each new project, a flexible staffing strategy encourages the design of a comprehensive staffing solution. Consider the evolution of your needs since the last hiring phase. Is it more beneficial to rely solely on full-time employees or assemble a team comprising both permanent and temporary talents for your new project? The fundamental principle is clear: employ individuals based on your specific needs, rather than merely filling positions.

Here are some benefits of flexible staffing models:

Managing Seasonal Fluctuations

Almost every business has busy periods and slow periods over the year. The arrival of a new project may require you to bring on additional workers. The changing of the seasons can herald an uptick in the number of orders you need to fill.

If your business sees changes in the level of demand, flexible staffing could offer some benefits. Arrangements such as contract and temporary work mean you have workers when you need them most. It also confirms you don’t have too many people on the floor when operations slow down.

This can be especially important for seasonal businesses such as hospitality, retail, or construction. Flexible staffing validates the right staffing level, no matter how busy you are.

Cost-efficiency and Resource Optimization 

Flexible staffing throws in another plus for employers – the chance to trim down expenses. 

First off, it lets you slice through the costs linked to having more staff than necessary. No more worrying about sending people home or conjuring up unnecessary tasks just to keep everyone occupied – you've got the perfect team when you need them.

This means waving goodbye to the worries of not meeting demands on time. Late shipments that could lead to lost sales become a thing of the past.

Overtime costs take a dip too. With the right number of people, you don’t need to call in your employees for extra shifts to get product moved. The deliberate allocation of resources contributes to a workforce that is both lean and responsive, ultimately elevating overall operational efficiency.

Improving Competitive Position

A flexible staffing strategy gives you more control over personnel. That translates to an advantage over competitors adhering to a rigid labor structure that makes them more vulnerable to economic highs and lows — and less agile to respond quickly to change or disruption. 

Contract work is a viable route for many professionals and why it would make sense for some companies, with 31% of workers saying they are interested in contract roles in the future.

Reduced Overhead Costs 

While technology is an enabler of flexible and remote working, it’s being driven by a growing freelance and contractor community as well as a boom in home-based businesses. It’s not just start-ups looking for alternatives to expensive offices, with larger employers looking to reduce employment costs with more contractors. Many have introduced “hot desking” and provide more flexible working options.

For employers, implementing flexible working on a grand scale can lead to a reduction in office space, translating to a decrease in overhead expenses. Additionally, it might promote heightened creative output from employees, who, with the freedom to work from any location they deem suitable, may find inspiration to implement effective changes or achieve greater productivity than what's possible within the confines of an office environment.

Productivity and Engagement

Flexible staffing solutions become your productivity ally, significantly impacting your business's bottom line. Hiring, often a time-consuming process in the quest for top-tier talent, can become a stumbling block without a clear path to finding the right people, especially when skilled labor or multiple hires are in demand. The prolonged hiring period translates to idle workstations, causing a dip in productivity and, subsequently, your bottom line.

Enter flexible staffing solutions, your go-to remedy for steering clear of such predicaments. Using a staffing tool like Workstaff ensures access to the skilled labor you require. They not only know where to find the talent you seek but can put together your team at lightning speed whenever you need them, saving you hours along the way and bringing you some well-deserved peace of mind.

Swift placements mean reduced idle time, improved productivity, and ultimately, a healthier bottom line. Flexible staffing is the key to getting the right people into roles promptly, making a positive impact on your business's overall success.

A Wider Talent Pool 

If you explore a flexible method of staffing, you allow them access to a wider and more diverse range of talent. Based on what you seek, you can provide the information to staffing agencies that can then scour a large talent pool to find the right professionals for the job. Your company gets high-quality work without the stress of recruiting.

Should a new initiative demand specialized knowledge not present within your current team, you have the flexibility to enlist project or contract professionals who possess extensive expertise in those specific areas. There's also the possibility of engaging the same contract professional for recurring needs, like cyclical projects, while other projects might benefit from assembling a team of professionals to tackle a mission-critical initiative. Regardless of the scenario, the true advantage of collaborating with contract professionals persists: it provides businesses with the adaptability they need in their staffing strategy.

Trialing New Hires

When bringing in temporary staff, your company has the option to observe their performance and, if promising, decide to maintain a connection, even extending an offer for full-time employment. Consequently, although temporary work may not immediately appeal to job seekers, the potential for a transition to full-time employment is a key aspect worth considering.

Flexible staffing provides companies with the opportunity to trial workers, akin to a "try before you hire" approach. Employers can assess temporary workers to determine their fit within the company culture. This emphasis on cultural alignment is not only valuable for your company but also confirms job satisfaction for your employees.

Being able to observe them as they take on actual tasks gives you a much better sense of their skills instead of just scanning a resume. It's like having a front-row seat to their capabilities, and that's priceless when it comes to making the right hiring decisions. It’s also invaluable to them to see the full scope of what will be required of them.

Employee Retention

A combination of temporary and permanent professionals gives your basic service employees some protection during layoff cycles. Increasing job security and job satisfaction, not to mention the support of their temporary colleagues, will give your employees the feeling of being important, which will increase employee retention. When you are in the middle of the hiring process, you have to make wise choices, because hiring the wrong person can have serious financial consequences. 

If you're navigating the complexities of managing temporary staff across multiple projects, consider using a tool that instantly broadcasts shifts to your staff, allowing you to book and confirm their schedules efficiently. 

Factors to Consider in a Flexible Staffing Approach

While it's admirable to aspire to a more flexible staffing approach, successfully making this shift involves taking a thorough look at various factors within your company's workforce dynamics. 

Recognizing your employees' unique needs, skills, and preferences becomes crucial in shaping a flexible staffing model that authentically resonates with your organization's goals. It's more than just a vision; a considerate examination of your current workforce, their roles, and the industry's nature paves the way for a smooth transition, creating a nurturing and productive work environment. 

Put simply, embracing flexible staffing isn't just about wishing for change; it's about genuinely understanding the intricate interplay of elements within your company and approaching the transition with empathy and insight. Here are some questions you need to consider:

Are you assessing organizational needs?

Implementing a flexible staffing strategy allows you to discern the unique HR requirements of your organization and how you can harmonize flexible staffing with your business goals. To achieve this, as an employer, it's essential to pose several key questions:

• In what ways can a flexible staffing arrangement address the immediate talent needs of your company?
• How can adopting flexible scheduling facilitate access to specialized talent that might be otherwise inaccessible?
• Which tasks are apt for contingent workers, and which roles should be designated as permanent positions?

Ultimately, you want your workforce resources to click together with periods of heightened demand, preventing overstaffing during lulls and understaffing during busy times. 

Also, understanding project-specific needs enables you to tailor your staffing solutions accordingly. Certain projects may require specialized skills or temporary expertise, and flexible staffing allows for the quick adaptation of the workforce to meet these specific demands. This targeted approach enhances efficiency and ensures that the right talent is deployed where and when it is most needed.

Do you have flexible work policies?

Much like staffing models, flexible work policies have become a cornerstone in modern workplaces, responding to the evolving dynamics of work-life balance and technological advancements. These policies, ranging from flex time to 100% remote options, provide employees with the autonomy to shape their workdays outside the traditional 9-to-5 framework. 

Flex time, allowing employees to choose their work hours, catering to individual preferences, and accommodating early birds or night owls help employers enhance talent attraction and retention, all while nurturing a positive company culture. Similarly, alternative schedules and compressed workweeks provide versatility, optimizing personal time and cost savings. Fully remote options acknowledge the changing landscape, enabling employees to work from anywhere, all while facilitating productivity and connectivity through virtual means.

As organizations transition towards flexible work, clear communication, strategic planning, and a blend of standard work arrangements lay the groundwork for a seamless integration that benefits both employers and employees. 

Are you using technology to streamline flexible staffing?

Employing advanced software solutions enables you to streamline various aspects of flexible staffing, from automating the recruitment process to facilitating better scheduling and resource allocation. Apps such as Workstaff’s solution even let you handle shift scheduling with multiple roles, departments, and locations—so you can see at a glance if essential jobs are being covered, all while making use of advanced features like auto-scheduling, payroll, and applicant tracking.

You want to be able to record all employee work hours thoroughly to gain insights into cash flow, overtime expenditures, and potential understaffing issues. The best technology delivers pristine time data that can act as a crucial audit trail, especially in the event of labor disputes.

Are you collaborating and communicating regularly?

Flexible working often means team members are dispersed geographically or working on different schedules. Therefore, team members particularly need to be aware of project goals, timelines, and individual responsibilities. Workstaff’s collaboration tools enable managers and workers to experience streamlined communication and effortless team connection with a hassle-free solution. There is no need to manage emails, text messages, phone calls, and social media platforms separately. Instead, all you need to do is turn to a centralized hub to affirm your team is always easily accessible.

Best Practices for Implementing and Managing a Flexible Staffing Solution

Here are several practices for implementing a flexible staffing solution that any organization can carry out to see swift and effective results. 

Develop A Flexible Staffing Vision

Setting clear objectives and involving key stakeholders is undoubtedly the first step in executing a flexible staffing model. Clear objectives provide a roadmap, defining the purpose and expected outcomes of the flexible staffing initiative. Involving key stakeholders ensures alignment with organizational goals and brings diverse perspectives, establishing a sense of ownership and commitment. Moreover, leaders must fill in the blanks for employees to help them understand why a flexible model is necessary and how it helps the company meet strategic goals.

Additionally, you need to make room to test, fail, learn, revise, improve, and scale your flexible work frameworks. A solid process for doing so has the potential to yield optimal policies and activation strategies. Without the freedom to try new approaches and adopt innovative policies, you risk stunting growth and creating a poor employee experience – which can lead to a decreased ability to attract and retain star employees.

By crafting this "North Star” vision, you not only optimize resource utilization but also strengthen the overall agility and responsiveness of your organization in the dynamic landscape of flexible staffing.

Communicate Effectively With Employees 

Open and clear communication helps you, as a team, connect with the broader objectives and goals of your flexible staffing model. When your employees dig deep into the strategic reasons behind your flexible approach, it sparks a positive contribution and motivation within each one of them.

At times, some of them may initially view flexible staffing with a hint of skepticism due to changes in schedules, roles, or work locations. However, when you communicate effectively, keeping everyone in the loop about these changes, you end up stimulating adaptability and minimizing disruptions in the long run. 

To enhance communication with your workforce, consider investing in an employee messaging system that offers 1-to-1 Messaging for personalized interactions. Your tool should allow you to send mass messages to your entire staff, including instant push notifications to keep your team promptly updated on important matters. Workstaff’s tool also consolidates your staff's earnings and prepares comprehensive reports ready to be seamlessly integrated into your external payroll software.

Provide Abundant Support

Supporting employees in a flexible staffing model is not just a business strategy, it's a human-centric approach that acknowledges the intricacies of individual experiences.

Beyond the buzzwords of productivity and adaptability lies the human need for balance. Flexible staffing, if not managed well, can blur the lines between personal and professional life. Providing ample support and resources helps employees maintain a healthy work-life equilibrium, nurturing both their professional and personal selves. This includes recognizing and valuing the non-linear paths and unique perspectives they bring to the table.

Keep in mind that in flexible models, contributions may not always fit traditional moulds, so you have to go the extra mile to provide a safety net and empower your workers to experiment and take risks without the fear of severe consequences. Balancing autonomy with a safety net encourages innovation and prevents the stifling of creativity.

Monitor And Adjust Strategies 

Flexible staffing doesn’t happen overnight. 

An iterative process enables you to refine your approach and pivot if necessary, ensuring it stays abreast with evolving market dynamics. Additionally, testing and monitoring provide valuable insights into employee preferences, market trends, and competitor actions, facilitating informed decision-making.

You may undergo strategic shifts or changes in long-term goals—perhaps due to alterations in the business environment, market conditions, or internal factors. When such a strategic shift occurs, whether it involves entering new markets, launching innovative products, or restructuring business operations, your workforce needs to adapt accordingly. This adaptation requires a careful assessment of the skills, roles, and capacities required to fulfill the new strategic direction.

Regularly monitoring staffing strategies ensures that the composition of the workforce is on the same wavelength as the evolving needs of your organization. Beyond that, monitoring and adjusting work as a dashboard, providing an early warning of potential problems and allowing you to know when you must make adjustments to keep your business on track. Ideally, your entire organization operates from a single, verified version of the truth, and all workers understand both your organization’s overall performance and how they contribute to it.

Adopt A Flexible Staffing Model Today

As work dynamics change, perspectives evolve too. It's essential for hiring professionals to grasp that even when compensation and benefits are comparable, the allure of flexible work often becomes the deciding factor for candidates. Moreover, as an organization, you can leverage a combination of the best parts of different candidates, such as contract, contract-to-hire, executive recruitment, and direct hire placements. Being able to mix and match your staffing solutions to find the perfect combination is more than meeting your needs, it’s about responding to unforeseen challenges and capitalizing on growth opportunities more efficiently.

Adapting staffing levels according to workload and business opportunities may seem like common sense. Yet, if a staffing strategy lacks flexibility, it can lead to a disruptive cycle of layoffs and hiring processes. A more effective approach involves implementing a staffing plan that incorporates a dynamic mix of both full-time employees and temporary staff members. This approach enables a company to swiftly adjust its workforce in response to changing needs, avoiding the pitfalls of a rigid staffing model.

From a cost perspective, establishing a mix of full-time and contract employees transforms certain fixed personnel expenses of a company into variable costs, as payment is made only for supplementary talent when essential. Additionally, this strategy lowers the considerable expenses associated with recruiting and training new employees, all the while minimizing overtime pay.

It might sound a bit surprising, but dedicating some time now to project the future of your business and plan your staffing can be a game-changer in navigating an unpredictable and competitive business landscape ahead. Putting in some effort for contingency planning allows your business to take a proactive stance rather than reacting to sudden changes. It’s your best bet to navigate the uncertainties and stay ahead of the curve.

The success of your flexible staffing vision largely depends on having a staffing partner with the agility and expertise to manage customized recruitment solutions effectively as well as the right tools at your disposal to bring your vision to life. 

For example, Workstaff's shift scheduling tool has been custom-designed for flexible staffing models that require great efficiency and transparency. You can easily publish offers with our shift scheduling software, instantly knowing who’s available to work by broadcasting shifts to your entire bank of staff or a select few, depending on your needs. This allows you to quickly gather interested candidates, organize applicants as they apply to shifts, and book them to confirm their schedules.

The same tool also has a time-tracking feature that not only sends reminders but also notifies your staff to clock in and clock out through our time tracker app, letting you know in real-time if you need to swap shifts and replace someone. It’s never been this effortless to instantly broadcast shifts to your staff, quickly gather interested candidates, organize applicants as they apply to shifts, and book them to confirm their schedules.

Beyond the software, Workstaff has the expertise and experience to implement a flexible staffing strategy to meet your current and projected business goals. This includes tailored talent solutions that cater to your varied business needs without affecting your headcount or compensation level restrictions—covering everything from supplementary employment and temporary employment to addressing other special employment needs for different scenarios.

Want to try Workstaff’s shift scheduling and employee engagement solution? Book a call today and get started. 

Flexible Staffing FAQ