Even the most dedicated and professional staff members can fail to show up for work, and in the hospitality industry, absences are also very common among attendees. It’s not always their fault, and it’s hard to predict such outcomes, but if you create a backup plan, you can prepare for those no-shows and ensure your team stays strong and the day runs smoothly.
Why Even the Best Staff Sometimes Don't Show
According to the Bureau for Labor Statistics, the staff absentee rate is about 3.8% in the hospitality sector. That doesn’t sound like much, and if you lose nearly 4% of your staff over the year, it won’t have much impact on your business. But this is just an average, and as most (2.7%) are down to illness—including seasonal flu, COVID, and respiratory infections—there could be instances where you lose a sizeable chunk of your team before a major event.
Accidents are another major contributor. For the most part, these things are outside your control, but there are ways to reduce staff absences and ensure they don’t hamper your plans:
Set Clear Attendance Policies
Be very clear about when you expect your staff to show up and what you expect of them when they arrive. Absences are harmful to all businesses at all times, but in the hospitality trade, they could spell disaster during big events.
Stress how important good attendance is and make sure they understand the burden that a last-minute no-show would place on your business and their colleagues.
Create a Positive Working Environment
Employees who aren’t happy in the workplace are more likely to seek excuses not to attend. The smallest issues, illnesses, and inconveniences may deter them from going to work.
Foster a positive working environment. Make them want to go into work every day. Employee health and happiness is essential for the success of your business.
Use On-Demand Workers
On-demand employees like the ones available through GravyWork don’t just help you to fill the gaps when full-time staff don’t show. They can also prevent understaffing, which can lead to work stress and burnout. Take the strain off your employees by bringing some temporary staff in when you need them.
Reward Good Attendance
Reward consistent attendance, whether through cash bonuses, Employee of the Month rewards, or trophies. You don’t want to spend too much money, but it’s good to provide a token gesture, one that shows you appreciate their efforts and encourages them to keep attending.
Encourage Open Communication
Stress, anxiety, workplace disputes—all of these things can stop someone from going to work, and they can all be helped by practicing clear and open communication with your employees. Let them know that the boss’s door is always open, and they can discuss their issues and concerns without fear of reprisal or discrimination.
The True Cost of Last-Minute Cancellations
A last-minute cancellation can be devastating in the hospitality sector. Whether it’s a large event or a small dinner, you’ll lose the rental space, equipment costs, perishable food and drinks, and staff costs.
If you have arranged any additional services, such as photographers, videographers, and entertainers, you’ll need to cancel them and may lose money in the process. Your reputation will also take a hit. Professionals will be understanding, to an extent, but they will also be less trusting of you if you keep hiring them and then canceling on them.
Guarding Against Last-Minute Cancellations
Asking for a deposit will go some way to reducing the losses incurred by a last-minute cancelation. If they need specific services that can’t be canceled and adequately refunded—such as event spaces that require permits and licenses, as well as preprepared food—increase the size of the deposit to provide more of a safety net.
You can also take out policies with an event insurer. Their policies range based on the extent of coverage you need—the location of the event, the number of attendees—and while it can be expensive for large-scale events, it provides essential cover against unforeseen circumstances.
Building Your Emergency Contact Database
Every hospitality business should have a list of emergency contacts—people they call when something untoward happens, and they need to get everything back on track:
- On-demand workers: Sites like GravyWork provide all of the professionals you need at short notice, and they are all qualified, licensed, insured, and fully vetted.
- Insurance companies: Contact your insurer as soon as an event is canceled.
- Emergency service providers: Including the contact numbers of poison control, alarm service providers, security services, and animal control. You never know what will derail your event.
- Maintenance and repairs: Who will you call when there is a plumbing or electrical disaster? What happens if the presentation equipment doesn’t work, the kitchen appliances break, or you need someone to fix a vehicle?
How Digital Platforms Enable Instant Staff Coverage
GravyWork is a hiring platform that gives businesses access to highly skilled on-demand workers across various fields and with all kinds of skill sets. You can post a job to the platform in minutes, and as 95% of positions are filled within 24 hours, you don’t need to wait long.
This makes the platform perfect for emergency hiring, and if you’re having issues finding someone to fill your roles, or simply don’t have the time, our Account Management team can step in and help you out.
Once you have your on-demand workers, you must onboard them as quickly as possible. Here are some things to consider:
- Prepare documentation before you hire them to get them started straight away.
- Give them a welcome package containing everything they need to integrate quickly.
- Assign them a mentor, giving them an experienced staff member to shadow.
- Check in with them regularly to answer their questions and address their concerns.
- Use practical demonstrations to help them remember specific roles and tasks.
