"Benefits of Using Secretarial Floats"

by Jodi Heisler, Human Resource Manager, Eastman and Smith Ltd.

Q) It is Monday morning and you have two secretaries call in sick. What do you do? How will you cover their assignments without disrupting the workflow of their timekeepers?

A) A float!

What is a float and how are they beneficial? A float is an individual who has the capabilities to move from desk to desk to cover for vacations, illnesses and work overflow. The benefits of using a float are that they are skilled individuals who want to work, with the option of part-time, and they can be offered AM, PM, all day, spilt week shifts and summer employment.

It is necessary for you to have a good working relationship with your part-time floats because they are only in the office limited hours. Communication is key with these employees. If they job share with another secretary, there needs to be timely communication between the two of them, whether it is a note for the next day or a phone conversation with the other job share individual.

Another key issue that makes a float program succeed is a "read-me" file at each desk. The "read-me" allows the assigned secretary to specifically explain to the float how tasks are completed at that desk. It answers questions, such as how the timekeeper likes their documents saved, time entry, phone coverage, lunch hour and break time.

Floats are also able to help pick up overflow from full-time secretaries who need some extra help now and then. Access to floats allows full-time secretaries to be more efficient.

Although using part-time floats have many advantages, there are some shortcomings. The positions are sometimes difficult to fill depending on the hours you are looking to staff.