You’ve finally figured out your schedule to accommodate for that extra class visit, the all-staff meeting, and the webinar two of your staff members want to participate in only to receive the following message from your colleague:
“I’m sick and won’t be coming in today.”
Ahhhh!! Cue panic and begin freakout!
Or don’t.
Having staff members call in sick is inevitable and even more likely during these winter months. Here are few ways you can be prepared to confidently handle even the most dire staff shortages.
- Program Plans:
There should be one central location that everyone stores both the plans for their programs AND the materials, so in a pinch someone can grab the outline and supplies quickly. Also, it is great to have some ‘backup’ programs that everyone on staff could easily implement without needing much notice. Maybe it is a guest speaker who called in sick and nobody else can do their program? Better to have something for participants to do when they show up (and they will still show up) despite your best efforts to cancel it.
- Subs:
If your library doesn’t utilize substitutes, maybe it is time to recommend it! Whether they are people who can help with programs or people who can help with public service desks, it can be a great relief to have SOMEONE you can call when you need extra help. Keep in mind retired staff members for this role, who have the benefit of already knowing the system and in theory might have a fairly flexible schedule.
- Keep your schedule easy to update:
Having your schedule in a place that all staff can view, and update, can afford you the opportunity to delegate when you just aren’t available to figure out a plan. Let someone else rearrange the schedule and fill in the gaps at times. While it will still be your primary responsibility, it is important that others can fill in when YOU are the one calling in sick.
- Staffing models:
Staff models differ from just a schedule. They demonstrate WHY you need a certain amount of staff hours. How many programs, desk hours, meetings, and professional development you expect staff to accomplish in a week. It is math, and with math you can easily adjust the data to show how many hours you are down, and how it will impact all areas of your department. This is a great way to communicate with other departments and your boss, especially in long term absence situations, to advocate your need for assistance or more staff.
- Help staff stay healthy:
Bring on the walking meetings, the standing desks, the healthy treats at staff meetings, the wellness programs, and everyone getting the health resources they need to stay happy and healthy. You can’t prevent all the illnesses, but every little bit helps.
- Help yourself stay healthy:
Finally, you know at the end of the day that you as the supervisor will sometimes have to step in and cover when nobody else can. Make sure you stay focused on your own health and nourishment so you are available when needed. Model a healthy work life balance, take time off when you can, and practice those deep breathing exercises for when the flu hits your area.