What does backfilling positions mean?

Backfilling a job position typically means hiring or assigning someone to fill a vacant role due to the previous occupant leaving, being promoted, taking a leave of absence, or moving to a different position within the organization. This contingency plan can ensure that someone continues the duties and responsibilities associated with the vacated position without interruption. Backfilling can involve internal transfers, promotions, or external hires. The general goal is to maintain organizational productivity, continuity, and stability by quickly addressing staffing gaps.

Types of backfill positions

Backfill positions typically arise when an employee is:

• Sick or on vacation: When an employee is ill or takes an extended vacation, their absence can create skill gaps that only backfilling can prevent. This issue can be particularly prevalent in managerial roles and positions requiring specialized skills.
• Terminated or promoted: Backfilling can provide a temporary or permanent replacement when an employee is suddenly let go or quits on short notice. The same applies when you promote an employee to a different position.
• On parental leave: Employees on parental leave typically retain their position and statutory rights, meaning they can return to their usual duties once their leave ends. It’s illegal in Canada to fire employees due to pregnancy or for applying for parental leave. If you use backfill positions for employees on parental leave, indicating that the role is temporary can promote transparent communication.

Why it can be important to backfill your positions

The success of any business often depends on placing the right individuals in the right roles. If there is suddenly a gap in your positions, your organization may experience adverse effects, as outlined below:

Overtime costs

When a company faces unexpected employee absences, the remaining staff frequently covers the additional work, leading to overtime. For hourly employees, this can result in increased overtime expenses that strain the payroll budget and affect the bottom line. If the vacant role requires specialized skills or knowledge, other employees may struggle to complete the tasks, causing project delays. Over time, the added stress and workload can impact employee morale and productivity. Backfilling your positions helps cover the duties of absent employees, preventing downtime and minimizing overtime.

Overworked team

Employees may not voice concerns about extra hours but may eventually feel undervalued and overworked. Work stress may also cause depression, anxiety, and physical health issues. As employee morale declines, productivity can also suffer. Some employees may look for other job opportunities, worsening the situation. You can mitigate these issues and prevent employee burnout by promptly backfilling positions.

Neglected tasks

Despite their best efforts, employees may struggle to manage all the duties of an unfilled position. They may be able to keep up with urgent tasks, but other responsibilities may accumulate until a new hire steps in. Backfill positions typically allow organizations to operate efficiently and at full capacity. Companies can avoid losing existing business and missing potential growth opportunities by having everyone contribute.

How to backfill a position

The following strategies can help you temporarily or permanently fill vacancies that may arise in your company:

Cross-training your employees

Cross-training employees can create in-house redundancies, preparing them to step into backfill positions when needed. For example, you can train your marketing specialists to help support your sales team and vice versa. Training junior project managers for higher managerial roles can also be beneficial.

Identifying at-risk positions or employees

You can determine vulnerable roles or employees by pinpointing at-risk positions. Common scenarios may involve a web development company with a sole programmer, a small business with a single accountant or a restaurant with only one head chef. Similarly, look for key positions anticipated to open soon, such as when contemplating dismissing an underperforming worker or when an employee announces their spouse’s pregnancy.

Establishing a skills database

Establishing a skills database for job positions can empower employers to identify suitable candidates to backfill vacancies. This type of database catalogues employees’ skills, qualifications, and experiences, providing a clear view of internal talent. When a position becomes vacant, managers can quickly search the database to find employees with the necessary skills and readiness to step into the role. This system can respond effectively to staffing needs, minimize downtime, and leverage existing talent. It can also highlight skill gaps to guide targeted training and development initiatives, preparing employees for future opportunities.

Pairing junior and senior staff

Pairing junior and senior staff to backfill a job can encourage knowledge transfer and progression. Senior staff can provide mentorship, sharing expertise and insights, while junior staff typically bring fresh perspectives and enthusiasm. This collaboration can boost junior employees’ skills and confidence, preparing them to step into the role effectively. It also allows senior staff to gradually transition their responsibilities, reducing the risk of losing critical knowledge.

Proactively seeking top talent

The best employees are frequently passive job seekers. Attending networking events, conferences, and social gatherings can help you discover top talent, and social media channels can also help you find potential candidates. If you have an underperforming employee, consider searching for their replacement before implementing a performance improvement plan. While it’s possible to turn an employee’s performance around, it may be unlikely if they’re not suited to the role.

Increasing referral hiring

Referred employees typically have higher retention rates than non-referral employees. This means you can anticipate fewer backfill positions for referred hires than other hires. Employee referrals can reduce the need for backfill positions and improve the quality of hires. You can enhance your referral hiring process using the following tips:

• Establish a structured employee referral program with clear guidelines and incentives.
• Promote referral opportunities.
• Highlight the benefits of referral hiring.
• Provide training and resources for effective referrals.
• Use technology to track and streamline the process.
• Recognize and reward employees for successful referrals to foster a culture of engagement and participation in recruitment efforts.

Outsourcing

Outsourcing talent with the necessary skills to backfill vacant positions can offer a flexible solution to staffing challenges. External specialists can quickly fill critical gaps, ensure business flow and maintain productivity. This approach can allow companies to access expertise without the long-term commitment of hiring full-time staff. Outsourcing can also bring fresh perspectives and specialized knowledge that might not be available internally. It can be particularly beneficial for short-term projects or during peak workload periods, providing a cost-effective and efficient way to address immediate talent needs while focusing on core business operations.

Rehiring retirees

By temporarily rehiring a retired employee to backfill a position, you can take advantage of their extensive experience and familiarity with the organization. This approach can promote consistency and dependability, as the retiree can seamlessly resume responsibilities with minimal onboarding. Their institutional knowledge and established relationships can improve efficiency and productivity. Retired employees can also provide valuable mentoring to current staff, nurturing skill development and knowledge transfer. This strategy can offer a cost-effective and efficient solution for short-term staffing needs while allowing retirees to contribute meaningfully to the organization without a long-term commitment.

Job sharing

Job sharing splits a role’s responsibilities between two or more employees, creating a balanced and sustainable workload. This approach typically covers essential tasks, reducing the chances of neglecting critical functions. By distributing the workload, job sharing can help prevent burnout, promote a healthier work environment, and improve job satisfaction. It can stimulate collaboration and flexibility, encouraging team members to work closely and use each other’s strengths. Employees in job-sharing roles often bring different perspectives and skills to the forefront, enhancing problem-solving and innovation.

This method can also provide opportunities for professional development, as employees learn from one another and expand their skill sets. This approach can be particularly beneficial during periods of transition or unexpected vacancies. It can also serve as a trial period to evaluate employees’ suitability for potential promotions.