Hard-to-fill roles are a source of headaches for companies. They put a pause on new initiatives and stall organizational momentum. However, with a strategic approach, you can turn the challenge of hard-to-fill roles into an opportunity for growth and improvement.

How?

Step 1: Distribute Key Responsibilities Within the Team

Hard-to-fill jobs often have intangible and leadership requirements that make them challenging to fill. One effective strategy is to distribute these key responsibilities among one or more existing team members on an interim basis. Here’s how you can execute this:

1. Interim Assignments: Clearly communicate to your team that these additional responsibilities are temporary until a new hire is found. Emphasize that this is an opportunity for them to improve their skillset.
2. Incentives and Bonuses: Offer incentives such as bonuses based on their success in the new responsibilities. While career advancement is implied, you don’t need to explicitly promise promotions.

By doing this, you not only maintain momentum but also foster skill development within your team.

Step 2: Hire Interim Contract Employees for Routine Work

With additional responsibilities assigned to existing staff, it’s crucial to ensure they aren’t overburdened. Here’s how you can manage this:

1. Create Contract Position(s): Establish new contract position(s) to handle routine tasks that were part of the hard-to-fill role, as well as the team members who got additional temporary responsibilities. This ensures that your permanent staff can focus on their new interim responsibilities without being overwhelmed.
2. Overlap for Transition: Plan for a couple of months of overlap once the permanent hire is made. This ensures a smooth transition and continuity in work.

This approach allows your team to remain focused and productive while you search for the right candidate.

Steps to Take After the Hire

Once you’ve successfully filled the hard-to-fill role, follow these steps to ensure a smooth transition and capitalize on the interim period:

Step 1: Reset Job Responsibilities

One risk of assigning additional responsibilities to existing team members is that they might start believing these tasks are now part of their permanent job. To avoid this:

1. Formal Job Function Reset: Conduct a formal meeting to reset job functions. Ensure everyone involved understands their roles and responsibilities post-hire. This is especially important for the new hire to succeed in their role.

Step 2: Formal Assessment and Rewards

After the hard-to-fill role is filled, assess the performance of team members who took on new responsibilities:

1. Assessment and Bonuses: Evaluate their performance and hand out bonuses as needed. Recognize their efforts and contributions during the interim period.
2. Future Promotions and Reorganizations: Use insights from this period to inform future promotions and organizational changes.

By following these steps, you not only mitigate the adverse effects of hard-to-fill roles but also turn the challenge into an opportunity for team development and organizational growth.