Best Practices for Using Temporary Employees

You've got to make sure you don't blur the line between these temporary workers and your regular staff. Here are some ideas for staying on the safe side of that line. The economy is starting to come back... maybe. You’ve started to plan for future projects... maybe. You’re thinking about bringing on new staff at some point... maybe.

But in the meantime, the work still has to get done. And, like many other companies around the country, you may be thinking about taking on “contingent” workers to help get it done.It’s a good idea. However, you’ve got to make sure you don’t blur the line between these temporary workers and your regular staff.

Here are some ideas for staying on the safe side of that line:

1. Do not train your contingent workers. Ask their staffing agency (which, unless the worker is an independent contractor, should be their employer of record) to handle training.
2. Do not negotiate the pay rate of your contingent workers. The agency should set pay, as well as handle all communication regarding raises for the worker.
3. Do not coach or counsel a contingent worker on his/her job performance. Instead, call the person’s agency and request that they do so, and tell them why it is necessary.
4. Do not negotiate a contingent worker’s vacations or personal time off. Direct the worker to his or her agency, which should then call you regarding coverage prior to approval.
5. Do not routinely include contingent workers in your company’s employee functions. Where their attendance is necessary, ask the agency to pay a reasonable fee to cover things like food. For “recognition” events, the agency should be present and offer any award, bonus, or recognition directly to its workers.
6. Do not allow contingent workers to utilize facilities intended for employees, such as company gyms /spas /company stores, without special company-wide rules regarding issues such as eligibility and dues. Check with your legal department for advice. Disregard for this rule has caused strain between regular employees and management.
7. Do not let managers issue company business cards, nameplates, or employee badges to contingent workers without HR and legal approval. The items should clearly differentiate the status of the worker as contingent.
8. Do not let managers discuss harassment or discrimination issues with contingent workers. As soon as managers become aware of such an issue, they should contact you and the agency representative for resolution.
9. Do not discuss job opportunities and the contingent worker’s suitability for them directly. Instead, refer the worker to publicly available job postings. Should a “temp-to-hire” opportunity exist for the worker, contact the person’s agency with details and ask the agency to approach the worker.
10. Do not terminate a contingent worker directly. Contact the agency to do so.