Human Resources

Staffing requirements during 2010 may be higher or lower than usual, and will be a function of location and industry for most businesses.

Managing Staffing Requirements

The 2010 Winter Games will bring a very unique set of challenges to businesses trying to adequately staff their operations during Games-time. Consider the following issues that may come up with regards to staffing:

• Staff involvement in Games volunteering: Many of your existing employees may be considering a volunteer commitment to VANOC or some other organization involved with the Games. Volunteers will be the heart and soul of the Games, and the Games provide a unique and special opportunity for those volunteers to participate.
  • Advance human resource planning is vital in order to give volunteers the necessary time off in a high demand business. Consider job sharing, flexible work schedules and other alternatives to offer your staff this motivating opportunity
  • If you are in a low demand business, you may even consider generously lending salaried staff to VANOC to give them a remarkable work experience that can be applied back to your organization in the long run
  • The Whistler Chamber of Commerce has anticipated the staffing needs during Games time for Whistler businesses
• Staff involvement as Games spectators: Many of your existing employees may have purchased tickets or will be trying to attend events that occur during regular business hours. Note that Olympic jurisdictions often report a high level of unapproved absenteeism as employees partake in the official and non-official events all over the host cities.
  • Advance human resource planning is vital in order to accommodate spectators. The early sale of tickets should facilitate your ability to develop an internal system to identify and approve leave, and this plan should be communicated that to your employees.
  • Consider offering wage bonuses for working shifts that conflict with high profile events.
  • Attempt to bring the Games atmosphere into your workplace, and plan for a lower rate of productivity from each employee. The less your staff feel like they are “missing out”, the lower the rate of absenteeism.
  • Have contingency plans in place that anticipate unplanned absenteeism.

Sourcing new and/or temporary employees

• Temporary recruitment of employees: If you anticipate an increase in business activity during the Games, consider recruiting early for seasonal staff by advertising in job search websites and university career centres. Most post-secondary institutions will be on hiatus during the Olympics, and will likely be the primary source of temporary employees for businesses
  • When hiring new and temporary employees, ensure that they have proper documentation to allow them to work in Canada. These include, but are not limited to: visas, Social Insurance Numbers, certificates (if applicable), and permits. Human Resources and Skill Development Canada has a Temporary Foreign Worker Program which will provide you with more information
• Partner with another business: You may consider sub-contracting with another business (perhaps from outside the Lower Mainland) who will have excess capacity, and can provide you with staff. Conversely, if you expect a slower Games time for your business, you may consider contracting out some of your staff to another organization, providing them with valuable experience.

Competition for employees during the Games

Many businesses will be looking to hire certain types of temporary staff during the three weeks of the Games, especially consumer service or hospitality service- oriented positions. Be aware that many new and/or temporary operations may look to recruit your employees during the Games. As a result, businesses can expect a very tight labour market.

• Motivating and retaining staff: With the anticipated competition for staff during Games-time, it is advantageous for a business to engage existing employees and attracting new employees. Suggestions include:
  • Consider offering incentives and/or bonuses to employees that remain loyal to you through the Games
  • Providing a continuity plan for temporary staff, which will keep them employed past the two weeks of the Games
  • Allow staff to volunteer or take part in the Games
  • Have themed events at the workplace, embrace the Olympic spirit and get your staff excited
  • Coordinate tickets for your staff to Paralympic events after the Olympics, as the pace of Games venue areas will be much more normal
• Increased Costs: Consider the potential of increased cost of recruiting and retaining employees in a competitive market (e.g. higher wages to attract staff, incentives, overtime pay)

Bringing new and/or temporary staff up to speed

Depending on the nature of your business, hiring additional staff may require different levels of training, in addition to any applicable uniforms or materials. Plan ahead, as much as possible, to source the adequate resources to get your new staff up to speed.

• Consider training programs for new staff
• Consider uniforms and/or equipment for new staff
• Consider background checks for new/temporary staff
• Consider increasing commercial insurance liability to accommodate new staff

Access and Transportation for Staff

With the expected changes in traffic and transportation in the host cities, your staff may find it more challenging than usual to get to work during Games- time.

• Consider accessibility for staff (public transportation and/or parking)
  • Encourage your staff to take public transportation and to carpool
  • Consider implementing alternate work arrangements: Flex work may take the form of shift or a compressed working week. The ultimate goal of the flex work arrangement is to ensure that your business is adequately staffed, especially during your busiest times
  • Consider relocating staff to another office which will not likely be affected by traffic changes
  • Understand whether staff will require special accreditation in your location (if applicable)

Employment Standards in B.C.

During the Games, staff may be asked to work overtime to accommodate Games business. Be mindful of B.C.’s Employment Standards to ensure that staff is compensated properly. Review Part 4 (Hours of Work and Overtime) from the BC Employers Standards Act for more information.

• Consider legal requirements with regards to overtime, flex work and breaks
• Consult union (where applicable) if flex work schedules are to be implemented

Key Resources

• Employment Standards Act
• Human Resources and Skills Development Canada
• Whistler Chamber of Commerce: 2010 Workforce

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