Replacement employee – what should you know?
Replacement work is a more common phenomenon in Poland than it might seem. In many companies, the number of jobs is rather constant, and they are occupied by employees who have been associated with the company for a long time. There are situations in which one of them cannot perform his duties for some time. In the short term, they can be taken over by other employees, but when the absence drags on for months or even years, you should use a permanent solution.
It is a replacement employee. This form of employment is provided for, among others, by the Labour Code, although in practice replacement work can take place on various terms. In addition to the employment contract, other forms of employment, including civil law contracts, are also possible. A very interesting solution is a replacement employee made available by a temporary employment agency as part of employee leasing. Contrary to appearances, the agency’s support does not only apply to seasonal work and lower-level positions. What should you know about replacement work?
Replacement work – a fairly common phenomenon
Replacement work is a form of employment that is very popular. Both among companies and those who are looking for a job. This work is carried out in order to replace an absent full-time employee. More importantly, it has a lot of advantages. It combines, among other things, flexibility, variety of tasks and the possibility of professional development, which is caused by relatively quick access to employment.
A replacement employee is useful in various situations. The most classic is, of course, maternity leave of a person employed under an employment contract, who, for obvious reasons, cannot perform their duties and a replacement is required.
However, there are more reasons why valued professionals that an employer wants to keep with them for a longer period of time are out of the company for a while. These include, among others, chronic diseases or convalescence after accidents. It happens that the family situation or life plans force the employee to temporarily resign from the full-time job. Some also suffer from burnout and need a longer break, which they use for travel and other forms of reset. Some employers, appreciating the merits of their employees, can help them in such a situation.
Replacement employee – possibility of employment on the basis of a replacement contract
A typical solution under which a replacement employee appears in a company is a replacement employment contract. This form of employment is provided for in the Labour Code and in practice does not differ much from other employment contracts. It is temporary, so it is signed for a definite period of time. A newly hired person does not have to take over all the responsibilities of the current employee, but their scope of duties should not be increased either. The employer incurs exactly the same costs under this contract as in the case of a standard employment contract. The obligations of both parties are also identical. A replacement contract may be terminated when, according to its contents, the employment relationship expires, i.e. terminates, or on the date of the return of the full-time employee. An important difference is that a replacement employee is not protected due to pregnancy, and during pregnancy the contract with the pregnant employee may be terminated on the aforementioned terms.
Replacement employee – other forms of employment acceptable
A replacement employee under an employment contract does not pose a particular risk from the employer’s point of view. On the other hand, the employer bears the costs on this account. If a replacement employee cannot perform the full range of duties of the replaced person for various reasons, for example due to lack of experience or insufficient qualifications, the situation is unfavorable for the employer. However, the issue of representation can be solved in a different way, for example through a civil law contract, most often a contract of mandate. Formally, it is not related to the absence of a full-time employee, but it is a tool to at least partially fill the gap left by the person employed so far.
An equally popular solution is employment under a contract for specific work. In the case of a contract for specific work, we are talking about a specific project or report that must be carried out by the contractor. Concluding a contract for specific work reduces costs and lasts until the performance of the work specified in the contract. No less popular form is freelancing. The replaced employee is often a freelancer who is an independent contractor who can deliver a specific project or provide a service as part of a b2b order or cooperation.
We cannot forget about a fixed-term employment contract. This is the most classic form of replacement employment, which is concluded only for the time of the employee’s absence and ends on the date of the return of the replaced employee. A fixed-term employment contract cannot last longer than 33 months. After this time, it automatically transforms into an employment contract for an indefinite period.
Replacement contract, is it worth it?
For an employer, replacing with a fixed-term contract involves many aspects that they must seriously consider before making a hiring decision. Here are some of the advantages:
- Continuity of work – A replacement contract allows you to maintain continuity in work through a smooth transfer of duties. This is important, especially when it comes to a long-term absence of an employee.
- No problem related to staff shortages – if a key employee takes a longer amount of annual leave or maternity leave, replacement employment prevents downtime in the company. In special cases, it is worth using the services of an employment agency, which will quickly find a replacement and give you the date of starting cooperation.
- Flexibility – fixed-term contracts are very flexible. They can be concluded just as quickly as they are terminated, which means that the notice period is not as long. Of course, there is a requirement to observe the notice period, but its lower range is 2 weeks – when employed for less than 6 months and 3 months – when the employment is at least 3 years.
- Using only the best specialists – by hiring replacement employees, you can benefit from the knowledge and experience of the best specialists in the industry, who can bring fresh ideas and innovative solutions to the company. A temporary employment agency provides access to well-qualified staff.
- Possibility of testing employees – a replacement contract also gives you the opportunity to assess the skills of the new employee and whether he or she fits well in the team. In a situation where a new person fulfills their duties and shows high motivation, they can be employed permanently.
Are there any disadvantages to a replacement contract? Of course, but there are far fewer of them than advantages. A substituted employee has more employment rights than a substitute employee. A new person may need time to adjust to the new workplace, which can be a little persistent. There may also be a need for training, which will be unavoidable in the case of more complex roles that a new hire will have to perform.
In some situations, replacement employment may mean higher costs – if the employee has high expectations as to the amount of remuneration. The risk of turnover is also a threat, which in the long run can have a negative impact on the team.
Replacement worker from a temporary employment agency
Currently, employers looking for a replacement are willing to decide on one more solution. It is to use the support of a temporary employment agency. Agencies are wrongly associated only with the recruitment of lower-level seasonal workers. The agency has a database of employees with various qualifications, so it can also provide valuable support in the case of replacement. In addition, such a solution has a number of benefits for the employer.
It is also worth noting that the employment agency plays a very important role in the process of hiring the replaced employee. It is the employer who reports the need for a temporary worker, and the employment agency tries to respond to this need by finding suitable people who will be able to meet the requirements of a temporary employer.
How to effectively introduce a replacement employee to the team?
Introducing a replacement employee to a new team is a key process in the entire project. Good onboarding has a positive effect on work efficiency and integration within the team. So how to prepare for the onboarding of a new employee? Here are some tips:
- Prepare all the necessary documentation and develop a detailed onboarding plan (implementation plan), along with details about responsibilities, goals, training schedule and meetings.
- Get to know the employee with the team and assign them a mentor who will support them and help them acclimatize to the new place.
- Explain your responsibilities and expectations in detail. Also, conduct all appropriate training that will allow the new employee to understand the procedures and processes taking place in the company.
- Communicate regularly with the new person to discuss progress and give them feedback on their work. Also, encourage new employees to ask questions frequently.
- Monitor your work progress, evaluate your effectiveness, but don’t forget about emotional support and proper motivation. First, set goals, and then check how the employee is progressing. Remember to keep in mind that a new employee can work under a lot of stress. Be open to their needs and support them in difficult moments.
- Effective introduction of a replacement employee to the team requires proper preparation, transparency in communication and regular assessment of progress. Therefore, there is no denying that a well-organized onboarding process will not only make it easier for the employee to adapt, but also have a positive impact on the atmosphere in the team and the efficiency of their work.
Reduced employment costs and employer convenience
Employee leasing, as the service is called, is very convenient from the point of view of an employer looking for a replacement employee. Firstly, recruitment is quick and efficient. It is run by specialists, which reduces the risk that it ended up with the employment of the wrong person. The agency has its own candidates, for whom temporary work is not a problem, so they have a sufficiently high motivation, even if they perform their duties as a substitute. The employer also reduces the costs associated with employment. HR and payroll services for a temporary employee and other formalities are the responsibility of the agency. At the same time, the expenses are tax-deductible for the employer. That is why employee leasing is a service that is definitely worth considering when looking for a suitable replacement for an employee who has been absent for a long time.
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