Small Business Matters: Working With Staffing Agencies

Building Partnerships to Save Time and Money

Jenifer Tidwell
Senior Recruiter Human Resources
U.S. Chamber of Commerce

What would you do if your receptionist called in sick on Monday morning? Most likely you'd panic--but not if your business had a relationship with a staffing agency. Rather than a day of frustration and lost productivity, it would be business as usual.

There are a number of good reasons to use a temporary staffing firm: finding someone to fill in for a vacationing or sick assistant; locating a substitute for a person on maternity, paternity, or military leave; or adding staff to help your team meet an important deadline.

Temporary staffing agencies offer immediately available workers on both a long- and short-term basis without the fixed costs associated with permanent employment. These include payroll costs such as salaries, taxes, health insurance, and vacation pay. Staffing firms also save their clients time and money spent on advertising, interviewing, and conducting background checks.

Keep in mind the following guidelines when establishing a partnership with a temporary staffing agency:

Research and ask questions. How long has the agency been in business? Who are its clients? How does it find talent? How does it screen and select candidates? How long has the agency's internal staff worked there, and is there much turnover? What sets it apart?
Request client references from comparable organizations. If the agency does a good job for a business similar to yours, chances are it will do a good job for you.
Define and agree on expectations. Sign a contract that includes a quality guarantee. Require that the agency replace any worker who does not meet agreed-upon standards.
Negotiate fees up front with the agency in the event that you want to make the temporary employee a part of your regular staff.
Make sure that the agency understands the work culture, environment, and skill sets that make your workplace unique. This will help in selecting the right temporary employee for your office.
Provide a thorough job order, including when you need the talent and for how long.
Be specific. Rather than saying that you need someone for administrative work, spell out the specific type of administrative work, e.g., answering phones, typing, or filing.
Develop a checklist to give to the agency with office hours, dress code, safety instructions, and other office rules.

You may choose to work with one agency or many. Your staffing needs may be few and far between, or you may have many temporary employees on a regular basis. By following the tips mentioned above, you will establish a solid and effective business relationship suited to your company's needs.

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