The workforce challenges facing senior care aren’t theoretical — they play out every day in communities across the country. In the recent webinar “Crafting a Thriving Workforce Through Smart Contingent Staff Management,” operators and leaders shared practical approaches, candid experiences, and a consistent refrain: people and culture come first.
Below are the conversation highlights and practical ideas you can use to strengthen staffing, improve resident care, and reduce friction with agency partners.
People, purpose, and the power of community
Multiple speakers returned to the same theme: the mission and the people matter most. As one panelist put it, caregivers “have a big heart” and many “aren’t always doing it for the money.” The panel described a true network of support where communities see their role in a broader mission to serve seniors and vulnerable populations.
That sense of community showed up in concrete examples. A leader recounted how, when a remote site lost a nurse, “another nurse from one of our other communities two hours away … made the drive once a week out” — an effort the speaker described as “beyond the call of duty.” The story illustrates how culture and mutual support can beat temporary fixes.
Be strategic about flexibility: internal float pools and small “mini-agency” benches
Rather than automatically relying on external temporary staffing, several operators are creating flexible internal resources. One speaker described exploring “the possibility of kind of a mini agency type arrangement where we would have a bench of caregivers that we could deploy on an as-needed basis,” and noted they already keep a bench of leadership to “parachute into the community next day to kind of hold the fort down.” This approach reduces disruption when leadership or critical roles open up.
Panelists also emphasized that flexibility must be balanced with fairness and operational consistency. “People want to have flexibility,” one speaker said, but that “flexibility comes at a cost” because coverage requirements and payroll constraints still exist — so tools and process must help schedulers keep shifts fair and balanced.
Communication, onboarding, and the crucial first 90 days
Retention work starts early. The panel shared data-backed focus on new-hire support: “we found when we looked at the stats that the first ninety days are critical for a new caregiver… And the turnover is highest in that first ninety days.” To combat that, home-office resources such as onboarding specialists and corporate recruiters were highlighted as key supports for on-site leaders.
They also stressed the importance of bringing agency or temporary staff up to speed — not letting them “come in cold.” One speaker noted that agency staff who are integrated and oriented before they work, perform better and are more likely to convert to direct hires, rather than being a one-off fill.
Technology as an Enabler — Empowering People to Do Their Best Work
Technology won’t replace culture, but it can strengthen it when thoughtfully deployed. As one panelist put it, the goal is always, “How we can improve their lives by investing in technology.”
When the right tools are in place, caregivers gain valuable time, leaders get clearer visibility, and teams can focus more on meaningful interactions with residents.
Throughout the conversation, the panel highlighted how modern solutions can streamline credential management, support equitable scheduling, enhance real-time communication, and eliminate unnecessary administrative burden.
Rather than adding complexity, technology should remove friction — giving caregivers and leaders the clarity, confidence, and efficiency they need to deliver exceptional care.
When used this way, technology becomes a powerful partner in building happier teams, stronger communities, and a more resilient workforce.
The future: creative models and more tech-assisted care
Looking ahead, speakers predicted creative staffing models and technology will continue to evolve: “we are really at the crest of… the demand of an aging population,” one participant said, adding that robotics and automation (for non-clinical tasks) can free caregivers to spend more time on personal connections. The consensus: technology plus creative workforce design will be essential as demand grows.
Key Takeaways:
- Audit your onboarding and retention plan for the first 90 days and add touchpoints/supports where needed.
- Pilot an internal bench (mini-agency) or cluster-based float pool to reduce dependence on external temporary workers and keep culture intact.
- Standardize credential visibility and onboarding for agency staff so they arrive prepared, not “cold.”
- Use tech to remove administrative burden — not to replace human connection.
How Smartlinx Can Help
As senior care organizations work to strengthen culture, streamline workflows, and build a more resilient workforce, Smartlinx provides the technology foundation to support those goals. From automated scheduling and time tracking to mobile communication, and real-time workforce insights, Smartlinx helps reduce administrative burden so teams can stay focused on delivering exceptional resident care.
If you’re ready to empower your staff and simplify workforce management, request a demo to see how Smartlinx can support your organization’s workforce and long-term care success.
