Backfilling a Position: What Managers Should Know

Sometimes, even the most reliable employees can pack up and leave one day for no apparent reason. This can have unprepared companies scrambling to fill the vacancy. To find the right fit, they often utilize backfilling — an incredibly efficient strategy when leveraged wisely. Here’s what to know about backfilling a position and how you can use this technique to source top talent.

WHAT DOES IT MEAN TO BACKFILL A JOB POSITION?
Backfilling is a strategic process designed to ensure continuity when employees leave roles. Usually, an existing employee is temporarily assigned to cover the responsibilities of the vacated position until a permanent replacement is found.

To backfill a position, managers start by assessing the role and its overall value to and impact on the organization. Then, they evaluate current employees and determine who would be the best fit for the position.

Backfill vs. Replacement
Backfilling and replacing a job serve similar purposes, but they differ in time and scope. In most cases, backfilling involves temporarily filling a position until the company can find someone more qualified. Think of it like an emergency staffing strategy.

Replacement, on the other hand, is about filling vacancies permanently. When you hire a replacement, you’re looking for someone that can stay on long-term. Backfilling typically happens faster, while replacement can take up to 42 days on average.

HOW DO YOU JUSTIFY BACKFILLING A POSITION?
There are a number of reasons organizations might justify backfilling a position as opposed to finding a permanent replacement. Here are some of the most common justifications.

Immediate Operational Continuity
Companies don’t always have a choice when it comes to backfilling a position. In some industries and organizations, operational continuity is paramount. Even a short-term vacancy can lead to chaos and financial disaster.

Rather than taking their time to find a replacement, some businesses opt to immediately backfill. They can always look for a permanent replacement down the road, but when time is of the essence, backfilling is the go-to solution.

Choosy Hiring
In cases where immediate continuity is not essential, organizations may decide to sit back, relax, and enjoy the recruiting process. They may be eager to source external talent, conducting a thorough search for the ideal candidate that aligns with the company culture.

By rushing the process, organizations run the risk of hiring the wrong person for the job. It’s hardly any surprise, then, that those that can afford to be picky prefer backfilling a position as opposed to grabbing the nearest appropriate candidate.

Cost-Effectiveness
It’s no secret that hiring new employees can be expensive. In fact, data from the Society for Human Resource Management shows that the average cost per hire in the US is $4,683. These costs can include everything from job postings to onboarding tools.

Needless to say, if you’re trying to cut costs, backfilling may be the better option, at least in the short term. Internal candidates are already familiar with company culture and policies and are less expensive to train than external job hunters.

Greater Flexibility
Backfilling generally involves a high degree of flexibility, especially in companies or industries where roles and responsibilities tend to shift rapidly. This can be beneficial during periods of organizational change, such as M&As or internal restructuring, where the company’s future needs are not yet clear.

By backfilling a position, companies can more easily adjust the permanent role’s requirements based on evolving business needs. This helps to ensure that whoever they hire is well-aligned with the organization’s new direction.

Employee Development and Morale
Employee morale is crucial for business success, and one of the best ways you can keep your employees happy and engaged is by supporting their development. Backfilling offers internal candidates the opportunity to work on new skills and sharpen their existing expertise.

And who knows? You may just find that that person is the perfect fit for the position and decide you don’t even need to search for an external replacement.

HOW MUCH DOES IT COST TO BACKFILL A POSITION?
The cost to backfill a position can vary significantly, but it’s generally less expensive than finding a replacement. As such, this is often the preferred method for businesses that lack the funds to hire a new, permanent employee. Backfilling costs depend on several factors, including:

• Training and onboarding
• Revenue lost through the vacancy
• Administrative and management time
• Temporary staffing needs

The bottom line? Backfilling costs are complicated and are ultimately determined by your company’s dynamics and the role’s impact on your organization. Senior or executive roles are likely to leave a bigger gaping hole than other positions.

CHALLENGES WITH BACKFILLING
With the cost savings opportunities backfilling brings, it may seem like a no-brainer for your company. However, it’s important to consider the downsides as well.

Overburdening Staff
The best employees are capable of wearing multiple hats, but you never want to strain them. When an employee is reassigned to a vacant role, their original duties are typically redistributed among remaining team members, which can lead to increased workloads.

This can result in employees working too many hours, which 20% cited as a major reason for leaving a job in 2021. Over time, this added pressure can lead to job dissatisfaction, negatively impacting morale for the entire company.

Disruption of Team Dynamics
When you’ve got a good thing going, it’s important to preserve it at all costs. While backfilling a position can result in temporary efficiency and lower costs, it can irreversibly damage your team dynamics. You may experience communication challenges, misunderstandings, and even conflicts. Some team members might feel undervalued if they perceive the backfilling decision as favoritism.

Lack of External Talent
Backfilling is meant to be temporary, but some businesses end up keeping existing employees in the same roles long term. This limits the candidate pool and can make it harder for organizations to find good talent. Over time, they may miss out on valuable ideas and perspectives.

LOOKING FOR ALTERNATIVE TO BACKFILLING A POSITION? WE CAN HELP.
Backfilling a position is a great option for companies looking for immediate solutions, but it may not be right for every situation. If you’re looking to fill a vacancy with permanent talent, consider partnering with TSP. We offer IT services and talent solutions to help businesses find the perfect fit. Contact us today to see how.