Backfill Position

What is a backfill position?

A backfill position is a temporary or permanent role created to cover for an existing employee who is unavailable. This could be due to leave (like parental or medical leave), a temporary reassignment, or an internal move—such as a promotion. The goal isn’t to expand the team but to keep things running smoothly by taking over the responsibilities of the person who’s stepped away.

For instance, when someone takes a sabbatical or shifts into a new internal role, a backfill ensures continuity and helps prevent disruption to team performance or project timelines. Depending on the situation, backfills can last a few weeks or stretch over several months.

Backfill vs. replacement position

A backfill position refers to a role that’s temporarily or permanently filled when an employee is absent, promoted, or moves to a different position within the organization. In contrast, a replacement position involves hiring a new employee after someone permanently leaves the company—typically due to resignation, retirement, or termination. Here are some of the key differences between the two:

Why is backfilling a position important?

Backfilling a position is important because it helps teams stay on track when someone is temporarily unavailable or transitions into another role. Without a position backfill, work can pile up, deadlines can be missed, and remaining team members may get stretched too thin.

It also protects institutional knowledge—especially if there’s time for a handover between the outgoing employee and the backfill. In cases where the original employee plans to return, a backfill keeps things stable so they can step back into a functioning team without disruption.

When would HR need to backfill a position?

There are several situations in which HR may need to backfill a position. Here are some common examples:

1. Parental or medical leave: When an employee is away for weeks or months, but their responsibilities still need to be handled in the meantime.
2. Internal promotion or transfer: If an employee moves into a new role within the company, their previous position may still be essential to day-to-day operations.
3. Temporary reassignment: When someone takes on a short-term project or interim role, their usual responsibilities may need coverage.
4. Extended leave of absence: The employee is on unpaid or personal leave with a chance of returning, but the work can’t be paused.

How HR can fill a backfill position

HR should take proactive steps to handle staffing gaps and maintain team continuity. Having contingency plans in place for different scenarios helps minimize disruption when key roles are temporarily vacant.

Temporary backfilling

• Identify at-risk positions or employees who lack redundancies, such as a single web developer in a web development company, a head chef in a restaurant, or a sole accountant in a small business.
• Anticipate upcoming vacancies, such as when an employee announces their pregnancy, and plan accordingly.
• Keep detailed records of employee skills to make it easier to match available talent with temporary needs. Employees who’ve moved into new roles may be good candidates to step in short term.

Quick backfill solutions

• Use employee referrals to fill temporary gaps quickly. Referred candidates often onboard faster and stay longer, helping reduce turnover and future backfill needs.
• Look within the company for suitable candidates who are familiar with the role and can step up to fulfill the duties. Promoting internally not only aids in backfilling but also increases employee satisfaction and reduces turnover.

Longer-term planning

• Cross-train employees to build flexibility within teams. For example, train sales reps on basic marketing functions or junior staff to handle more senior tasks in a pinch.
• Network at social events and conferences to identify potential talent that can be called upon when a role needs to be filled.
• When an underperforming employee is identified, search for a replacement in advance. While improvement is possible, it’s wise to be prepared if the situation doesn’t change.

HR tip

If an employee is leaving on good terms or taking an extended leave, ask them to help train the person stepping in during their absence. This can make the transition smoother and help preserve key knowledge.

Alternatives to backfilling

Backfilling isn’t the only option when a role opens up. Depending on the situation, there are other ways to manage the workload and keep things moving.

• Redistribute tasks across the team: Temporarily assign the departing employee’s responsibilities to other team members—this works best for short absences or when the workload is manageable.
• Hire a temporary or contract worker: Bring in a temp or contractor to cover the role without committing to a long-term hire.
• Use internal secondments: Offer short-term internal transfers for employees who want to broaden their experience while filling the gap.
• Automate or streamline tasks: Use tools or software to reduce manual workload, especially for repetitive or low-priority tasks.
• Delay non-essential work: Put certain projects or responsibilities on hold until the original employee returns or a long-term solution is in place.
• Outsource specific duties: Contract out parts of the role—like payroll, customer support, or IT tasks—to external providers.

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