How to Prepare Your Workplace for Temporary Employees
Recruiting does not end when a temporary employee accepts an assignment. The worker’s first day can affect attendance, confidence, safety, productivity, and retention.
A temporary employee who arrives without clear instructions, proper equipment, or an available supervisor may decide that the assignment is not organized enough to continue.
Preparing the workplace before the employee arrives creates a smoother onboarding experience and helps the worker become productive more quickly.
Confirm Assignment Details With the Staffing Agency
Before the start date, review all assignment information with your staffing provider.
Confirm:
Position title.
Job responsibilities.
Worksite address.
Reporting location.
Supervisor’s name.
Shift and schedule.
Pay rate.
Start date.
Expected assignment length.
Required experience.
Completed screening.
Timekeeping procedures.
Attendance expectations.
Personal protective equipment.
Worksite hazards.
First-day instructions.
Notify the staffing agency if the duties, schedule, equipment, location, or working conditions have changed since the original request.
Even a small change may affect recruiting, employee interest, training requirements, pay, screening, safety preparation, or workers’ compensation classification.
Clarify Safety Responsibilities
Temporary employees should receive the information and training necessary to perform their assigned work safely.
OSHA explains that staffing agencies and host employers share responsibility for protecting temporary workers. These responsibilities should be discussed and coordinated before an employee begins an assignment.
The staffing provider may offer general safety information, but the employer is typically best positioned to provide training about the specific worksite, equipment, procedures, and hazards the worker will encounter.
Before the employee arrives, clarify who will provide:
General safety orientation.
Job-specific safety training.
Equipment training.
Hazard communication.
Emergency procedures.
Required personal protective equipment.
Injury-reporting instructions.
Refresher training.
Documentation of completed training.
Do not assume an experienced temporary employee already understands your facility, equipment, or procedures.
Prepare the Supervisor
The assigned supervisor should be informed about the temporary employee before the first shift.
Provide the supervisor with:
The employee’s name.
Position.
Start time.
Approved job duties.
Expected experience level.
Training requirements.
Assignment length.
Performance expectations.
Staffing-agency contact information.
Procedures for reporting attendance or performance concerns.
The supervisor should understand that the temporary employee should only perform duties communicated to and approved by the staffing agency.
If the supervisor wants to change the worker’s duties, equipment, shift, department, or location, the change should first be discussed with the staffing provider.
Choose a First-Day Contact
Assign one person to meet the temporary employee when they arrive.
The contact should know:
When the employee is expected.
Where to meet the employee.
Which department the employee will join.
What orientation is required.
Which equipment or supplies the employee needs.
Who will supervise the employee.
How the employee will record working hours.
A backup contact should also be identified in case the primary person is unavailable.
Temporary employees should not be left waiting in a lobby, parking lot, or reception area because no one knew they were starting.
Send Clear Arrival Instructions
Provide the staffing agency with complete first-day instructions that can be shared with the employee.
Include:
The full worksite address.
Parking instructions.
The correct entrance.
Security or check-in requirements.
The supervisor’s name.
A contact phone number.
Shift start time.
Recommended arrival time.
Required clothing.
Required footwear.
Items the worker should bring.
Items the employer will provide.
Clear instructions reduce late arrivals, confusion, and preventable first-day call-offs.
Prepare the Workstation and Equipment
Make sure the worker’s assigned area is ready before the shift begins.
Depending on the position, preparation may include:
A workstation.
Tools.
Equipment.
Computer access.
Email or software credentials.
Identification badge.
Keys.
Uniform.
Personal protective equipment.
Locker or storage space.
Timekeeping access.
Training materials.
Production documents.
Quality checklists.
Missing equipment can delay training and create an unprofessional first impression.
Create a Temporary-Employee Orientation Checklist
A structured orientation gives every assigned worker consistent information.
The orientation should cover:
Company and facility introduction.
Job responsibilities.
Supervisor and team introductions.
Work schedule.
Attendance procedures.
Timekeeping.
Breaks and meal periods.
Worksite rules.
Safety requirements.
Emergency exits.
Evacuation procedures.
Injury reporting.
Personal protective equipment.
Equipment restrictions.
Quality standards.
Productivity expectations.
Employee conduct.
Harassment-reporting procedures.
Questions and concerns.
Assignment-ending procedures.
Ask the employee to confirm that the information is understood. Provide an opportunity to ask questions before independent work begins.
Provide Job-Specific Training
General orientation is not a substitute for job-specific training.
Show the employee:
How to complete each assigned task.
How to use required tools and equipment.
Which tasks are not authorized.
How work quality will be checked.
What production standards apply.
How to stop work and ask for help.
How to report damaged equipment.
How to report unsafe conditions.
What to do during an emergency.
Use demonstrations and supervised practice when appropriate. Do not rely only on verbal instructions.
Document the training that was completed, including the date, topics, trainer, and employee acknowledgment.
Explain Attendance and Timekeeping Procedures
Temporary employees should understand exactly how attendance and working hours are reported.
Explain:
Where and how to clock in.
How to record meal periods.
Who approves timecards.
How to report a late arrival.
How to report an absence.
Who to contact after normal business hours.
Whether overtime requires advance approval.
How schedule changes will be communicated.
Clarify whether the employee must contact the staffing agency, the onsite supervisor, or both when an attendance issue occurs.
Create an Inclusive Workplace Experience
Introduce temporary employees to the team and explain how their work contributes to the operation.
Include them in:
Shift meetings.
Safety talks.
Emergency drills.
Relevant training.
Team communication.
Worksite updates.
Recognition for good performance.
Avoid treating temporary employees as invisible or disposable labor.
Respectful treatment encourages engagement, questions, safety reporting, and assignment completion. It also helps workers become productive members of the team more quickly.
Set Clear Performance Expectations
Temporary employees should know how their work will be evaluated.
Explain expectations related to:
Attendance.
Punctuality.
Safety.
Productivity.
Quality.
Communication.
Teamwork.
Conduct.
Equipment use.
Workplace policies.
Be specific. Statements such as “work faster” or “do better” are less useful than clear instructions about the expected pace, accuracy, or process.
Provide Feedback Early
Do not wait until the end of the assignment to discuss performance.
Check in:
After the first few hours.
At the end of the first shift.
During the first week.
At regular intervals throughout the assignment.
Tell the worker what is going well and what needs to improve.
Share meaningful feedback with the staffing agency so it can support the worker, reinforce expectations, and address concerns promptly.
Communicate Problems Quickly
Contact the staffing agency when an issue occurs.
Examples include:
Employee absence.
Repeated lateness.
Performance concerns.
Unsafe behavior.
Workplace injury.
Employee complaint.
Schedule change.
Department transfer.
Change in duties.
Assignment extension.
Request to hire the employee permanently.
Decision to end the assignment.
Fast communication allows the employer and staffing provider to respond appropriately and maintain accurate assignment records.
End Assignments Responsibly
Whenever possible, notify the staffing agency before ending a temporary assignment.
Provide accurate information about whether the assignment is ending because of:
Completion of the project.
Reduced business demand.
Attendance concerns.
Performance concerns.
Safety concerns.
Workplace conduct.
Another business reason.
Return approved time records promptly and collect company property, identification badges, equipment, or access credentials.
Any safety, injury, harassment, discrimination, or employee-relations concern should be reported to the staffing agency immediately.
Temporary-Employee Readiness Checklist
Before the worker arrives, confirm:
The staffing agency has the correct assignment details.
The supervisor knows the employee is starting.
A first-day contact and backup have been assigned.
Arrival and parking instructions have been provided.
The workstation is ready.
Tools and equipment are available.
Personal protective equipment is available.
Orientation materials are prepared.
Job-specific training has been assigned.
Timekeeping access is active.
Safety and emergency procedures are ready.
Attendance expectations are documented.
Performance standards are clear.
Communication procedures have been established.
Prepare for a Successful Start With Safar Staffing
Safar Staffing helps Minnesota employers coordinate assignment details before temporary employees arrive and remain connected throughout the placement.
When requesting workers, ask our team for a start-readiness review. We will help confirm the position, schedule, reporting instructions, screening requirements, and important first-day details so your temporary employees can begin with clear expectations.
