Recruiting and onboarding seasonal staff can be a challenging but essential process for businesses in seasonal industries and those experiencing busy periods. To ensure a smooth and effective seasonal hiring process, it’s crucial to plan ahead and follow best practices.
Who Needs Seasonal Employees?
Seasonal employees are individuals hired to meet increased demand during specific times of the year, such as summer breaks or the holiday season. They perform similar tasks to permanent staff but have contracts that last for a limited duration.
Businesses that commonly hire seasonal employees typically fall into two categories:
- Seasonal Industries: These businesses rely on specific weather conditions to operate efficiently. For example, amusement parks, swimming pools, and outdoor sports centers experience higher activity during warmer months and may close in the winter. Conversely, ski resorts, winter equipment rental shops, and outdoor ice rinks thrive during the winter months.
- Businesses with Busy Periods: These companies operate year-round but experience spikes in sales during particular events or seasons. For instance, fitness centers gain more members in spring as customers prepare for summer holidays, and children’s clothing shops and stationery stores see a rush of customers before the school year starts.
How to Find and Hire Seasonal Employees
Effective seasonal hiring and onboarding require careful planning and execution. Here are some steps to help you navigate this process:
1. Plan for Demand Ahead of Time
In today’s competitive labor market, it’s crucial to get ahead of the competition when building your seasonal team. Begin by identifying your business’s peak months. Consider whether your business needs additional staff during the holiday season, summer, or other specific periods. Start hiring several months in advance, typically three to four months before your busiest season. For instance, start hiring in early September for the holiday season if you’re in the retail sector.
2. Use the Right Tools
Streamline your hiring process with the right tools and technology. Consider the following tips:
- Create or use templates for job ads to save time.
- Keep a file of your applicants to stay organized.
- Utilize hiring and onboarding software, such as Homebase, to manage job listings and track applicants efficiently.
Homebase, for instance, can post your job ad on major listing sites like ZipRecruiter and Indeed, simplifying the application process and applicant tracking.
3. Target Your Search
Tailor your job postings to your target audience. Consider the following:
- If you’re hiring for the summer, target students and teachers by posting ads near schools or popular student hangouts.
- In non-summer seasons, be creative and consider lifeguards or theme park employees for winter jobs.
- Leverage local communities for year-round summer locations to find retirees interested in supplemental income.
4. Be Upfront in Your Job Description
Craft detailed job descriptions to save time and effort later in the hiring process. Ensure your job postings include:
- Keywords like ‘temporary,’ ‘full-time,’ and ‘seasonal.’
- Expected contract duration.
- Weekly schedules or working hours.
- Hourly pay rates (with a range for different levels of experience).
- Essential and desirable skills.
- Clarity on whether the role is recurring or offers the possibility of extension.
Clear job descriptions help attract candidates who are genuinely interested in the role and reduce the time spent on the hiring process.
5. Understand Candidates’ Work Preferences
Prefer candidates who are open to temporary work, as they are more likely to complete the entire season. Be cautious with candidates seeking permanent roles, as they may leave if they receive long-term offers. Consider discussing the possibility of continued employment with employees who show potential during the season.
6. Screen Applicants Properly
Screen seasonal employees as diligently as permanent ones to mitigate risks. Reliable sources such as employee referrals, customer referrals, and community referrals are often more dependable than random applicants. Some businesses may need to hire minors during their breaks, so ensure you comply with labor laws and documentation requirements.
7. Don’t Neglect Onboarding
Properly onboard all new seasonal hires to ensure they understand their roles and responsibilities. Tailor the onboarding process to focus on what’s relevant for the specific time of year. Use tools like Homebase’s hiring and onboarding tool to streamline the process and keep documentation organized to ensure legal compliance.
8. Show Appreciation
Show gratitude to seasonal employees as you would with permanent team members. Host farewell parties, offer references, and create incentives for them to return next season. References are especially valuable for students and individuals with limited experience.
9. Offer Incentives
Consider providing incentives for valuable seasonal employees to encourage them to return the following year. Extra pay, such as overtime or raises, or perks like discounts on your products and services can motivate seasonal staff. However, a positive work environment and culture are also crucial for retaining employees.
10. Offer Flexible Scheduling
Recognize that seasonal employees often desire flexibility due to family or personal commitments. Offering flexible schedules sends a message that you value their contributions and trust them to manage their time effectively. Use scheduling tools like Homebase to create dynamic employee timetables that accommodate time-off requests.
11. Stay in Touch
Keep lines of communication open throughout the year and maintain contact with seasonal staff. Remind them of potential future opportunities and offer repeat job offers if they perform well. Encourage employees to use tools like Homebase’s app for staying in touch during the off-season.
12. Ask Great Seasonal Employees to Return
When hiring for the next season, actively reach out to previous seasonal employees and make clear job offers. Consider asking them to work on an on-call basis when you have staffing needs due to unexpected circumstances.
How Streamlining Benefits Your Business
Streamlining your seasonal hiring and onboarding process is essential for maximizing efficiency and turning the process into an opportunity for finding future full-time employees and building a contact list for the years to come. Platforms like Homebase can automate many aspects of hiring and onboarding, allowing you to focus on essential tasks like candidate selection and preparations for peak seasons.
What to Do Before Seasonal Hiring
Before diving into seasonal hiring, consider the following steps:
1. Estimate Your Seasonal Hiring Needs
Analyze past sales data and projected retail spending trends to estimate the traffic you’ll receive. Consider factors such as the size of your sale and whether you plan to expand your offerings. Consult with current employees to determine their availability to take on extra shifts during busy seasons.
2. Timing is Key
Determine when you need additional help and work backward to establish a hiring timeline. Consider planning a season ahead to ensure that you’re well-prepared. Identify where your seasonal employees come from, such as college students, and start recruiting early to align with their availability.
3. Be Clear About the Schedule and Compensation
Clearly communicate the work schedule and compensation in your job postings. Specify whether the positions are on-call, offer flexible schedules, or have fixed hours. Provide information on hourly rates and any additional benefits or perks. Transparency is crucial to attract the right candidates.
How Can You Prepare for Seasonal Hiring?
Effective seasonal hiring and onboarding can be a transformative process for businesses, turning what may seem like a challenge into an opportunity. By following the guidelines and best practices outlined in this comprehensive guide, you can not only secure a strong seasonal workforce but also build a solid foundation for the future. Streamlining your approach, using the right tools, and maintaining clear communication with seasonal employees will not only enhance your current operations but also ensure a positive experience for both temporary and permanent team members. So, as you prepare for your next season, remember that successful seasonal hiring is not just about meeting immediate demands; it’s about building a workforce that can propel your business to new heights.
Professional Sourcing Solutions is a staffing agency based in Ontario, Canada that specializes in retail staffing. Book a free consultation to learn more about how we can help you with your staffing needs.
