By Elizabeth A. Thomas

Help! Joe just told you he’s going to be out for two months on disability—just before peak season! You may have an unexpected surge of business or an immediate project from an important client, but no extra hands. What are you going to do?

Most managers and CEOs have probably been faced with a similar dilemma. Too much work and not enough hands. Unplanned (or planned) events that take your valued employees away for an extended period of time can (and usually do) occur when you least expect, and can least afford, it.

Don’t fret, there are solutions, however, to the problem and they’re as close as the nearest phone book. One of the most practical and well-known answers is the hiring of temporary help. Ranging from receptionists to engineers, from accountants to data processors. There are many talented individuals prepared to help you on a project basis or for a specified length of time until your staff is back to full force or the critical season ends.

Afraid or unsure about hiring a temporary employer because you’ve heard some horror story about the high fees or inept workers? Well, you can put your mind at ease. Due to the healthy competition in the temporary market, agencies have had to train their employees in a wide variety of tasks and skills. The administrative workers are usually offered training sessions free of charge on most software packages in use in the business world today. They are given incentives to do so, since their salary is commensurate with their experience and knowledge. Technical skills alone, however, is not the only thing taught to most temporary agency employees. Most have training in the areas of business basics such as customer service skills, good work ethics, safety and quality. Many temporary workers view the agency as a way to brush up their skills and test the waters as to what’s available in full-time positions, so they have many incentives to do a good job for the businesses to which they are sent.

So, now that we’ve laid to rest some of those horror stories, let’s move on to why more and more firms are opting for temporary employees, sometimes even over hiring full-time workers. We’ll also cover the ins and outs of finding the right temporary help for your business.

Who Uses Temporary Professionals and Why. Industries across the board use temporary professionals. Companies seek temporary professionals to handle special projects, compensate for employee shortages (often due to maternity or disability leaves and transitional situations), and provide assistance during peak periods. Other companies use temporaries to screen employees before hiring them permanently—a process known as “temp to perm.”

Why Consider a Professional Temp. Hiring a professional temp is uncharted territory for many managers, especially for the small business owner. You may think it’s costly, have concerns about learning curves, or wonder how they’ll fit into your corporate culture. Here are some reasons to rethink your trepidation.

1. Cost. It costs the same or slightly less to hire a temporary employee compared to hiring a full-time employee. Temporary employees represent a variable, versus fixed, expense. You hire and pay for temporary help when you need it. Costs vary with workload—you don’t carry an annual, fixed employee expense. With a temporary employee, you don’t have the costs or responsibilities of providing and coordinating their benefits program. You pay them for the job they do and have none of the administrative concerns.

2. Experience. Granted, there are unqualified individuals in the temporary market, but most are experienced and talented individuals who have recently moved to the area, enjoy the flexibility of different assignments, or are fulfilling their professional pursuits while handling family responsibilities.

3. Focus and Perspective. Temporary employees are hired to complete a job or task and won’t be distracted by the sometimes unproductive demands of corporate culture. Temporary professionals bring a new and different perspective to your company, and can inject a dose of new energy into projects.

4. Specialization. The specialization possessed by many temporaries allows them to work more diligently and efficiently, providing you with a finished product that often surpasses your expectations.

Where to Turn. You have several options: working with agencies, directly with individuals, or hiring a management firm. First, the agency side. When working with an agency, make sure you clarify the following issues.

1. Price. Clarify how much you are willing to pay for a certain position, the agency’s fees, and how price will be handled if the relationship changes.

2. Screening. Make sure the agency has a thorough screening process and has evaluated applicants to your satisfaction. This protects you, makes sure the work gets done correctly (keeping your boss and clients happy) and makes a successful relationship more likely.

3. References. Ask the agency for references of other companies for whom they’ve provided temporary employees. Call these companies to determine what they liked and didn’t like about working with the agency. Spend some time doing your own research.

4. Training. Is training your responsibility or will the agency handle training concerns? Make sure these parameters are clearly outlined before hiring. If the position requires specialized training, you might want to handle the training.

5. Relationship Changes. What are your responsibilities if the relationship changes, especially if it’s terminated—either with the agency or the employee they’ve provided? Find out in the beginning, so you aren’t surprised as the relationship is established.

Temporary agencies are a terrific solution to supplemental staffing needs and provide a level of screening and protection not present when dealing directly with an individual. Other sources of temporary help include the numerous freelancers and consultants who will work directly with you on a project-by-project or temporary basis. Working with freelancers and consultants offers the same benefits presented above and if you’ve established a good relationship with such an individual, supplemental staffing is no problem. You have a need and you know exactly whom to call. You get excellent performance, your staff continues to concentrate on its core responsibilities, and your client (and boss) is happy. Sounds like win-win to me.

Your responsibilities increase when working directly with individuals, but follow the steps outlined above (i.e., careful contract negotiation and thorough reference checks) and you’re ready to move forward. How do you find these individuals? Ask your colleagues. Call professional associations. Keep your ears open at networking meetings.

There are various ways to handle your employment needs. Carefully evaluate your needs to ensure that you’re pursuing the best option. The next time you’re looking to supplement your staff, consider a temporary professional, freelancer/consultant, or management firm. They’ll get the job done!