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Common Mistakes to Avoid in Temporary Staffing

In temporary staffing one of the main objectives for any employer is to hire the most qualified and competent staff for the company in a timely and cost-effective manner. The process of finding, hiring and onboarding the right people can be a tricky task for any company, especially when facing a shortage of resources and budget.

Many employers are turning to temporary staffing solutions to mitigate the inherent risks as a more flexible and efficient alternative to the traditional way of staffing. Instead of hiring on a long-term basis, companies can choose to hire temporary staff with the right skills and experience needed for short-term purposes.

While temporary staffing is a viable option for many organisations, finding the right match for your organisation is not without its challenges. This article discusses the most common mistakes employers make in temporary staffing and offers some helpful advice to overcome them.

Understanding temporary staffing

Working with temp staff may seem like a simple matter of calling up an agency, filling out some paperwork and sending the workers on their way. However, this process requires the same degree of understanding and coordination as any other staffing initiative.

It is wise for employers to be aware of the differences between temporary and permanent employees and what it means to utilise each type of worker. The most significant differences are in the laws governing the two forms of employment and the obligations an organisation is expected to adhere to for each employee.

Employers should do their due diligence to understand the advantages and limitations of both temporary and permanent workers before deciding which type best fits their needs. Partnering with a reputable staffing agency that specialises in both temporary and permanent employment can assist in the process of determining which option is the most appropriate.

Common temporary staffing mistakes

Once employers have determined that hiring a temporary employee is the best option for them, they must be aware of the potential mistakes that can be made in managing either type of worker. Here are some common mistakes that an organisation might make when working with temporary employees:

Not planning in advance

Planning is essential to an effective working relationship with temps, which begins when an employer hires temporary workers. Since an organisation is usually under pressure to fill a staffing need when it employs temp workers, hiring managers may rush into a decision and start recruiting immediately.

How long will the company need these temps, and how will they fit into the organisation’s structure? What are each employee’s roles and responsibilities? Is there a possibility that one or more of these jobs might become permanent with higher compensation and benefits, within a specified time frame?

These are all fundamental questions that employers, management and HR must address before contacting a staffing agency, or beginning with recruitment. Without a detailed plan, companies often invest far more resources, time and money than necessary in a solution that was meant to be temporary in the first place.

Conducting an in-depth needs analysis before every hire is a common practice for professional recruiters and staffing agencies. A needs analysis for temporary staff has many of the same aspects as for a long-term engagement, however – additional factors that must be considered, includes legal compliance, cost-effectiveness, program goals and requirements and seasonal or cyclical volume fluctuations.

Having unclear employer-employee expectations

Most employers make the common mistake of having unclear and unrealistic expectations for temporary staff and vice versa. Clear employer-employee expectations are the foundation of a smooth and successful relationship that leads to the best outcome for short-term contracts.

When hiring companies list vague job descriptions and responsibilities, candidates may apply without understanding the temporary role and what the employer would require of them. Hiring managers will receive resumes from candidates who do not meet their needs or even employ temporary staff not qualified to perform the job properly.

The hiring process also offers the best opportunity to connect with candidates and understand their expectations for the temporary position. Hiring managers may make the mistake of assuming that a candidate understands the role, which can lead to a mismatch between what the company wants and what the candidate needs.

Ultimately, unclear employer and employee expectations lead to wasted time and money on recruiting or higher turnover rates due to candidate dissatisfaction. Employers and hiring managers can avoid this common mistake by creating detailed job descriptions based on a complete understanding of the role’s responsibilities and assessing the skills, knowledge and personality traits needed to succeed in this job.

Taking these insights into the interview process and asking open-ended questions that encourage discussion will also help candidates clarify roles, responsibilities and expectations in a new position.

Rushing the hiring process

The quality of the temporary workers a company can source is determined by the strategy, time and resources put into the hiring process. Even though you will use these people as a stop-gap or temporary resource to shore up your company’s workload, starting the hiring process from the same point as if you were recruiting for a long-term role is essential.

Whether you need workers for three weeks or three months, it is vital to execute each step of the staffing process efficiently, focusing on:

Sourcing quality candidates through effective recruitment advertising
Using applicant tracking systems and communication tools to manage candidates, assess suitability, qualify them and make offers
Ensuring rigorous vetting of all applications through skill testing, background checks and reference checking
Engaging in pre-employment preparation, on-boarding and induction processes that optimise candidates’ transition into their roles and increase their level of comfort in an organisation

Staffing is a detailed and often complex process, regardless of the employment duration you are hiring for. Experienced staffing agencies are a valuable resource that can assist in managing and streamlining this process to ensure temporary workers are assigned to the right roles, placed in the best working environments for their unique skill set and integrated into your team seamlessly.

The flexible solution

Although employers can strive for perfection in the staffing process, the road to success in hiring temporary workers requires flexibility along the way. Partnering with an employment specialist that offers reliable, on-demand staffing solutions is a powerful way to overcome staffing challenges and effectively meet your company’s needs.

Measured Ability (MASA) is a leading temporary and permanent staffing agency that connects companies with the best-skilled talent for the job. We focus on analysing client needs, matching them with the right people and efficiently executing the administrative tasks associated with the hiring process, including payroll, taxes and compliance.

You can visit our website to learn more about our staffing solutions or contact us to connect with a team of specialists who can answer your questions.

How to Switch Payroll Companies: A Step-by-Step Guide

As your business continues to grow or your needs change, it may be necessary to implement new payroll services if your current provider does not fit your needs. Maybe you’re looking to support a growing number of employees, or you want a more comprehensive payroll system that you can tailor to your company’s shifting requirements.

Before jumping headfirst into the transition, it’s vital to take a step back and assess the motivation behind it. It will be easier to choose a payroll solution that meets your company’s needs if you know exactly what to look for in a payroll provider. This article breaks down the most important factors when considering a payroll service provider and offers a step-by-step guide to help you make the best decision.

Outlining the challenges of switching payroll providers

Since payroll is a time-sensitive area of human resources, one concern might be that changing vendors will delay the handling of employee salaries and thus lead to payroll errors. Because HR’s time is stretched so thin, even one payroll cycle that falls behind schedule could significantly affect a company’s cash flow. Other challenges of transitioning to a new payroll solution include:

Using payroll services that are useful for your company’s unique needs
Migrating data without errors and duplications
Ensuring that HR and other relevant employees are trained to use the new software
Maintaining uptime during the payroll transition period
Developing a productive working relationship with the new payroll company
Ensuring that the new payroll system will work with existing HR applications such as the applicant tracking and recruitment system

The overall complexity of payroll systems means that transitioning to a new payroll services provider is likely to be a significant undertaking for any company. Knowing the potential roadblocks can help you develop a robust strategy for the transition and ensure a successful working relationship with your new payroll company.

Identifying your needs

Are you a small business looking to ensure your taxes are filed accurately, a medium-sized employer searching for ways to control costs, or a large corporation that needs help administering employee health plans? It’s vital to realise that every business has different payroll needs.

There is no one-size-fits-all solution, especially considering the wide range of payroll services available. Your payroll system depends entirely on your business needs, industry practices, employee demographics and payroll requirements.

A good starting point is to evaluate your current payroll process and identify what specific services you need from a new payroll provider. How do you currently process payroll and which features of the current system do you like or dislike? Are there any issues with how your company processes payroll that could affect your legal compliance and lead to fines or lawsuits?

Making a list of issues with your current payroll company, surveying your finance team for feedback and solidifying your budget can make for a better partnership with your new provider.

Find a new payroll services provider

Once you have outlined the challenges of switching payroll providers and identified your company’s needs- it’s time to find a new solution. You may end up with a long list of payroll service providers, but narrowing it down is easy when you have defined what you’re looking for in advance.

Here are a few helpful tips you can use to pick the right payroll services provider from your shortlisted options:

Compare the provider’s list of features with your payroll needs
Check the credentials and certification of the payroll service provider
Use online search tools to evaluate their response time, customer support and client reviews
Check for a verifiable portfolio of clients
Consider the costs and find out what their pricing strategy is
Read the detailed service breakdown and check if it mentions all terms, conditions and specific rates

Your requirements may vary from a simple accounting of salaries and wages to including taxes, insurance benefits and more. Therefore it is essential to find a payroll company with the ability and experience to meet your specific requirements.

Important tip: Talk to your current payroll provider

It’s vital to contact your current payroll company and inform them that you are considering changing payroll providers. You should learn about the requirements for terminating your service, but don’t do it just yet. Ask about the cancellation notice period, whether the cancellation instruction must be in writing and whether there are any fees or other conditions that will apply to your cancellation.

Test the solution

The goal of the previous step is to narrow down your search to at least three payroll providers you can approach for a demo, trial or some form of a hands-on test drive of their services. This step will allow you and your team to make a more informed decision about the payroll solution that will work best for your business.

During the demo stage, you and your team can ask relevant questions and understand what the implementation phase will look like for your company. The demo stage is also an opportune time to meet the people who will drive your new payroll solution and determine if your team could foster a positive working relationship with theirs.

Make the switch

At this stage your new payroll provider is ready and waiting. This means your company is almost prepared to make the switch. Ensure to not just begin the transition process with your payroll provider but also work in tandem with them to transition your data.

Whether your company is taking on a full payroll service or is hiring a payroll company to handle a specific part of the process, it is vital that your company representative must have input in the implementation process. Make sure to outline the start date of the transition, how long it will take and what the new payroll company will require for the procedure.

You might be able to download the majority of what you require from your account with your current payroll provider. Further necessary info may include company CIPC records, tax statements, employee IDs, bank account information and all the payroll data from previous periods.

Closing your old account is the final step before switching to a new provider. Make sure you revoke any power of attorney or similar permissions used by your previous service provider. Before processing your first payroll with the new provider, compare the new data to what you already have to ensure you have entered everything correctly.

Important tip: Manage the performance of your new payroll company

The first few months with your new payroll services provider are significant to set the standard of the quality of the service that you want to receive. It is advisable to terminate your service after three months if you are not satisfied with the performance rather than waiting for a year to pass and discovering that your needs are not being met.

Monthly reports is a great way to measure any service provider’s key performance indicators and you can do an employee survey to ensure your employees’ satisfaction with the new service.

The power of payroll is in your hands

Ultimately, determining whether your current payroll services provider is getting the job done, starts with an internal analysis of your company’s changing needs. Each step in the process of finding and taking on a new payroll company requires attention to detail and a hands-on, analytical, and results-based approach..

From our experience, every client is unique. We take the time to understand your company’s specific needs, how these will change over time and how best to help you manage the payroll process efficiently. You can head to our website to learn more about MASA’s payroll services in South Africa or contact us today if you would like to consult with an expert in the field and build a tailored solution to handle your company’s payroll.

Exploring the Team Model in Nursing Services

As a result of the initial influx of COVID-19 patients in March of 2020, many healthcare facilities partnered with experienced nursing service providers to implement new staffing approaches. These facilities aimed to handle the demand for qualified and trained nursing staff while providing patients with safe and effective care.

With hospitals and other health care facilities now in recovery mode, they are struggling with issues like nursing staff shortages and the need for innovative staffing approaches to maintain a higher standard of patient care. This is where the team nursing model is proving itself a viable solution. Let’s explore what team nursing is, how the model works and how your facility can put implement it.

Why team nursing?

At the height of the pandemic, the unprecedented demand for registered nurses, ward aids, home care nurses and nursing assistants increased alongside the urgency for solutions to help address these shortfalls. Team nursing emerged as a strategy that would address a shortage of qualified staff and improve patient care by delivering it in the most cost-effective way.

The team nursing model may be deemed necessary in settings such as intensive care units that add beds to accommodate more patients. In contrast, the number of critical care nurses often remains the same or decreases due to staff exposure to COVID-19 or infection, rendering them unable to work.

Multiple factors may be contributing to the implementation of team nursing strategies across health care facilities and an overall increase in the demand for nursing services, including but not limited to:

The global nursing shortage caused by burnout, stress, COVID-19 infection and an ageing nursing workforce
A lack of qualified and experienced doctors
An increased number of chronic and acute medical conditions leads to more complex care needs
Limited hospital budgets and resources in small hospitals and clinics

Home care nurses have also been in high demand due to the above factors. The team model may also be applied to the home care setting where all team members, including the patient and family, work together to ensure the best possible care for the patient.

What is team nursing?

Historically, nurses have been assigned to a single patient, requiring the nurse to provide direct and indirect care for the patient for an extended period. Health care facilities are now operating at maximum capacity or near capacity due to the COVID-19 pandemic and the subsequent recovery period. They may struggle to sustain a primary nursing care model in the face of increases in the number of critically ill patients. They must instead find ways to leverage existing critical care expertise to serve greater numbers of patients.

Forward-thinking institutions have resurrected the team-based model from the 1970s to combat the COVID-19 pandemic. Nurses’ roles and responsibilities have shifted from direct, hands-on care to having a leader guiding the health care team in caring for patients and managing the care process.

Using a team-based approach to patient care allows for the reallocation of resources previously used to care for less urgent needs, such as those of patients with COVID-19 who are in critical condition. This teamwork approach entails delegating certain aspects of care for critically ill patients to personnel without expertise in critical care so those with such skills can concentrate on patients who need it most.

Team nursing leaders

The ideal candidate for the team leader role in a critical care unit is a seasoned nurse who is well-versed in management and organisation. It must be a person who can think critically about patient care and assignments, with excellent interpersonal skills to delegate tasks effectively and deal with conflicts.

Primary nurse: The primary nurse frequently serves as the team’s second-in-command. The team member can help with medication administration, decision-making and provide backup support for the team leader. Primary care nurses are also responsible for assessing and reassessing patients, implementing care plans and reporting status updates to the team leader and other health professionals.

A primary nurse with less experience is often paired with a more seasoned nurse leader in the operation. This strategy helps the less-experienced nurse learn from the more knowledgeable practitioner and the team leader by sharing some of the load.

The nursing team

Building a productive and skilled nursing team requires the combined efforts of everyone involved. Everyone must commit to working together as a team, from the chief executive officer and hospital administrators to medical personnel. Team members will change based on resource reallocation and staffing levels but may consist of:

Registered nurses
Ward aides
Enrolled nursing assistants
Personal care assistants
Homecare nurses
Nursing students
Medical/surgical nurses
Perioperative nurses
Pediatric nurses

Other members of the healthcare team can include:

Patient Care Technicians
Pharmacists
Respiratory Therapists
Physical Therapists
Dietary
Unlicensed assistive personnel

Team nursing strategy

When a healthcare facility is structured using a team model, registered nursing staff spend most of their time at the nursing station, while enrolled nursing assistants take care of patients at the bedside. The nursing team will work in defined groups, each caring for a predetermined number of patients.

The groups must have a leader accountable for their success and a ward supervisor is ultimately responsible for the entire ward’s functioning. When the responsibilities of each group are identified, and the ward supervisor is aware of their position concerning those groups, healthcare facilities can effectively structure their staff with registered nurses and nursing assistants.

One of the main advantages of the team nursing model is that the nurses form strong bonds with each other and those in their care. Healthcare facilities that implement a team nursing model experience the higher levels of teamwork and collaboration required in today’s challenging environment.

One healthcare unit implemented team nursing in response to high turnover and a decline in staff morale. The result was increased nurse satisfaction because nurses felt supported in this collaborative environment driven by enhanced staff communication.

Responding to the increased demand for nursing staff was critical to the success of the implementation of the nursing team solution. This investment in additional nurses may have contributed to the success of team nursing in this unit.

Is team nursing for you?

Staffing with the aim to employ only critical care professionals is likely impossible for many healthcare systems. In the current economic climate, nurse managers must decide whether to stick with the status quo and use fewer nurses or take advantage of nursing services to increase staffing levels.

Developing the best nurse staffing strategy to meet your current and future patient needs may present an overwhelming challenge at first. That’s why forward-thinking health care organisations are partnering with experts in this field to develop and implement the ideal staffing models for their facilities.

Greys Nursing Agency has successfully placed thousands of nursing professionals into hospitals, care homes, doctors’ practices and private homes. Our extensive vetting, continuous training and vast pool of candidates ensure that you can hire the optimal number of nursing staff equipped to support and empower your healthcare company.

Contact us to access flexible, on-demand nursing services from a flexible and permanent healthcare staffing provider with over 40 years in the industry.

Human Resources: Measuring the ROI of HR in Your Organisation

In today’s business climate, CEOs and top executives continuously look for quantifiable results from every department in their organisation, this is especially true for the human resources department. The stakeholders expect concrete figures to back up their assumptions about which human resources initiatives deliver tangible business benefits and which do not.

HR is at the centre of almost every vital business initiative and decision, so this function must be able to prove its worth continuously and demonstrate its impact on company performance.

This article breaks down the concept of ROI in the context of HR and discuss how organisations can measure and improve this for the better.

What is ROI in HR?

ROI stands for “return on investment” and refers to the potential financial gains of a particular business decision or action.

In the HR content, “ROI” refers to the ability of the human resources division to contribute to the organisation’s bottom line. The human resources division of an organisation performs essential tasks and the critical question facing organisations is whether these tasks contribute to the bottom line – in other words, do they have a ROI?

An organisation’s HR team must establish metrics or key performance indicators (KPIs) to track its progress to measure ROI successfully. This could include measures such as:

Employee retention rates
Employee engagement levels
Employee training costs
Time to fill open positions.

Once an organisation’s HR division has established these metrics, it can begin tracking and quantifying its results over time to ensure that the HR function provides value.

How can companies measure and improve ROI?

There are multiple ways that companies can measure and improve ROI in their HR departments. One way is to conduct regular audits of HR processes and procedures. These audits can help identify areas where HR falls short and recommend improvement. Additionally, many organisations choose to outsource their HR function to third-party HR service providers. Outsourcing can help reduce costs and increase efficiency within the department, leading to a higher ROI.

Tips for tracking human resource metrics

HR metrics should be simple, straightforward, and alligned to your organisation’s goals and priorities. Here are six tips for tracking HR data to assist you in considering which data points matter to your organisation.

1. Know why each HR metric matters

As you collect and track HR data, keep in mind the real reason behind collecting the data and why this data is vital to your organisation. If the data isn’t alligned to an organisational priority, time spent tracking or analysing the data is wasted. Without a good idea of why your ROI and metrics matter, you won’t be able to develop a cohesive business strategy and achieve sustainable success on business goals.

2. Keep it simple

HR metrics shouldn’t be complicated. If the metric isn’t simple, straightforward and quickly gathered and calculated it shouldn’t be used. The aim should be to track and collect simple, concise information that will provide valuable insights into your HR and organisational objectives.

3. Identify how you will track data

Many tools are available to track HR data, from spreadsheets to comprehensive human resource management systems. An important step is to identify which data you will collect and how.

4. Know your audience

As you collect HR data, some information will be more insightful to HR, and others will be more insightful to stakeholders like the owner or CFO. Remember the metrics that matter most to your audience as you present information.

5. Connect HR metrics to organisational objectives

The most potent and significant HR data connects HR metrics to business objectives. Ensure that the data can be put to practical use once collected.

6. Don’t just file data away – share it

You’ve collected useful HR data, so don’t just file it away. The data you have collected should be analysed and shared with your leadership team in a user-friendly presentation. This step will allow you to start creating an action plan for achieving your HR goals.

HR data that leads to action

Data without analysis and action is just numbers on a screen. Use your HR data to understand trends, issues and opportunities within your workforce. Next, take action to make changes based on your learning.

To make the most of your HR ROI calculations:

Connect the HR data to business objectives and goals.
Use the data to drive organisational improvements. Learn what is working and what not, then make the necessary changes.
Schedule regular times to review the data and get your team involved to focus on any trouble areas. Strong habits produce strong results.
Communicate your findings and recommendations to key decision-makers.

Measuring the ROI of human resources isn’t as easy, simple or straightforward as some other business areas, but it’s doable. The aim is to take stock of where you are, set clear objectives and KPIs and adopt a broad, multifaceted approach to evaluating the impact of HR in your business. Mastering these steps will give you a better sense of how your investment in your team, your culture and your organisation is paying off – and the value of ROI that your HR department is driving.

How can outsourced human resources increase this ROI?

Not every organisation is in a place where it can effectively and continuously evaluate the ROI of its HR department and take action to improve it. This might be because it is too early in the journey or simply due to a lack of tools, processes and resources.

Organisations investing in outsourced human resources services usually experience essential benefits that result in a higher return on investment and business success, such as:

Saving money by reducing or eliminating the need for in-house staff
Improving efficiency by providing access to expert tools and technologies
Freeing your internal team to focus their attention on strategic initiatives that drive business growth
Driving business growth by providing access to a highly-skilled, engaged workforce of HR experts
Ensuring regulatory compliance and mitigating various legal risks surrounding HR

An organisation can make measurable improvements in its HR ROI by partnering with an outsourced service provider like MASA. We have over 40 years of established credibility and extensive experience supporting organisations with the best human resources solutions in South Africa.

Spending on HR services is an investment which should provide a return and we structure all human resources services to ensure maximum ROI. The MASA HR division offers a complete solution for any HR-related tasks- from crafting a unique strategy to payroll services and all other HR processes.

Every business is unique. No matter how complex or large the task, we develop a tailored approach designed and managed by market-leading human resources and industrial relations experts. We are passionate about using the best people to drive the best outcome.

Reach out to us if increasing your HR return on investment is a top priority or if you’re looking for a trusted partner to help you access the right people, resources and strategies to concentrate on your core business.