Learn how non-profit managers keep projects on track with a rotating team of temporary employees, ensuring continuity and success.

We foster a safe space and every single person can speak openly and freely. We all learn in a different ways, and all feedback is great feedback. If our process can be picked up and read by anyone and implemented then we have success. However we regularly look to see what we can do better. I look how can we onboard and support our temporary team better on an ongoing basis.

Last updated on Oct 14, 2024

Here's how you can maintain project continuity with a rotating team of temporary employees.

Managing project continuity is a challenge when your team is constantly changing. In the non-profit sector, where resources are often stretched thin, it's not uncommon to rely on temporary employees to keep projects moving forward. As a non-profit manager, you must employ strategies that ensure your temporary staff can quickly adapt and maintain the momentum of ongoing projects. By understanding and implementing a few key practices, you can minimize disruptions and keep your projects on track even as team members come and go.

1 Clear Documentation

One of the most crucial tools for maintaining project continuity is comprehensive documentation. Ensure that every project has an up-to-date repository of information that includes project plans, status reports, and process guidelines. This should be easily accessible to all team members, providing a quick reference for incoming temporary employees to get up to speed. By keeping records detailed and current, you create a roadmap that can guide any new member through the intricacies of the project, reducing the learning curve and maintaining consistent progress.

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Maxmillian Ochango

Program Officer- Governance, Democracy, Human Rights, Civic Education, Youth Advocacy & Electral Reforms
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In my experience managing projects with rotating temporary employees, the key is clear communication and strong documentation. I developed detailed onboarding materials and created standardized processes that ensured each new team member quickly understood their role and responsibilities. Regular check-ins and progress tracking helped maintain accountability. I also established a knowledge-sharing system so outgoing staff could pass on crucial information. This approach allowed us to maintain continuity, even with changing personnel, and keep the project on track.

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Melanie Arbib

Senior Administrative Assistant at WestJet
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We make Standard Operating Procedures (SOP's) when each new team member reads and reviews and updates so the document remains current and gets enhanced with each new team member.

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2 Effective Onboarding

Effective onboarding is essential for temporary employees to hit the ground running. Develop a streamlined onboarding process that includes a thorough introduction to the project's objectives, the non-profit's mission, and the specific role they will play. Tailor the onboarding experience to focus on the most critical aspects they need to understand to be productive immediately. By focusing on essential information and expectations, you empower your temporary staff to contribute effectively from day one.

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Melanie Arbib

Senior Administrative Assistant at WestJet
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We have a Team SharePoint site, to streamline this. In an instant they have a complete site that has everything they need. Our temporary team help keep this updated as a team effort.

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3 Knowledge Transfer

Knowledge transfer is the process of passing information from one team member to another. It's vital when dealing with a rotating team. Set up a system where outgoing temporary employees can transfer their knowledge to their successors. This could be through detailed handover notes, one-on-one meetings, or shadowing periods where the new employee observes before fully taking over. A robust knowledge transfer protocol ensures that valuable insights and experiences are retained within the team, preventing a loss of expertise with each transition.

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Melanie Arbib

Senior Administrative Assistant at WestJet
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We record videos to go with our SOP's and I have successfully passed a task through 6 modified team members. Then we just have the remaining questions which ensures consistency and quality.

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4 Consistent Communication

Maintaining open and consistent communication channels is key to ensuring everyone is aligned and informed. Regular meetings, email updates, and collaborative tools can help keep temporary employees in the loop. Make sure that communication protocols are clear and that all team members, regardless of their contract length, are encouraged to share updates and ask questions. This fosters a culture of transparency and collaboration, which is vital for continuity in a dynamic team environment.

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5 Supportive Leadership

Supportive leadership plays a pivotal role in managing a team with temporary staff. As a leader, you need to be accessible, provide guidance when needed, and offer feedback that helps temporary employees understand how they can improve. Recognize their contributions and integrate them into the team culture, even if their tenure is short. By providing a supportive environment, you increase their engagement and commitment to the project's success.

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Eugene Mason

Living Faithfully to Connect, Influence and Lead
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I don't think there's a substitute for some personal time with each employee, even if they are temporary. This gives the opportunity to not only voice directly project objectives and responsibilities, but to get a measure of the person, and value them as an individual. In my experience, treating someone as a person greatly enhances their work performance, as they are seen as an individual and important, versus just a name on an email or project report.

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Melanie Arbib

Senior Administrative Assistant at WestJet
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We have a weekly team meeting as my team work on a variety of different and separate projects and work. This fosters a team dynamic and helps develop huge team, we learn together and grow together.

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6 Continuous Improvement

Lastly, embrace continuous improvement in your management practices. After each project cycle or when a temporary employee's tenure ends, take the time to evaluate what worked well and what could be improved. Solicit feedback from the team and use these insights to refine your strategies for working with temporary staff. This iterative approach allows you to adapt and enhance your management techniques, ensuring better project continuity with every new team member who joins.

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Melanie Arbib

Senior Administrative Assistant at WestJet
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We foster a safe space and every single person can speak openly and freely. We all learn in a different ways, and all feedback is great feedback. If our process can be picked up and read by anyone and implemented then we have success. However we regularly look to see what we can do better. I look how can we onboard and support our temporary team better on an ongoing basis.

Like

Here's how you can maintain project continuity with a rotating team of temporary employees.

1

2

3

4

5

6

1 Clear Documentation

2 Effective Onboarding

3 Knowledge Transfer

4 Consistent Communication

5 Supportive Leadership

6 Continuous Improvement

Nonprofit Management

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Here's how you can maintain project continuity with a rotating team of temporary employees.

1

2

3

4

5

6

1 Clear Documentation

2 Effective Onboarding

3 Knowledge Transfer

4 Consistent Communication

5 Supportive Leadership

6 Continuous Improvement

Nonprofit Management

Rate this article

Thanks for your feedback

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