Building a flexible workforce: a strategy for SMEs
Order books fluctuate. One big client cancels, another doubles their order. Your schedule looks different every week. How do you make sure you have enough people when things get busy, without overpaying when they slow down?
That's the core question.
This article gives you strategies to build a workforce that moves with your business. Not a one-size-fits-all formula (there isn't one), but practical approaches that work for different types of SMEs.
The reality for Belgian SMEs
Let's be honest. The past few years have been uncertain. COVID, inflation, geopolitical tensions. Many business owners have no idea what their order book will look like six months from now.
A permanent contract is a long-term commitment. And that feels risky when the future is unclear.
The figures back this up. In the first quarter of 2025, nearly 1 in 6 fewer permanent contracts were signed than a year earlier. Employers are increasingly opting for temporary contracts, agency work and freelance assignments.
Has permanent staff disappeared? No. Belgian employers still prefer permanent employees for new positions (more than half of all vacancies are filled this way). But the way companies put their teams together? That's shifting.
The layered workforce model
A well-known strategy is the layered model. Your workforce is made up of different layers.
Core (permanent employees) Your hard core. Employees on permanent contracts. They know your company inside out, carry your culture and build up expertise. This is where you invest in training and development.
First layer (temporary contracts) Employees hired for a fixed period. Project work, replacements, inflow with a view to a permanent role. They're more flexible than the core, but they still build up company knowledge.
Second layer (external workers) Agency workers, payroll employees, freelancers. They come and go as needed. Maximum flexibility, minimal fixed costs.
Third layer (maximum flexibility) Students, flexi-jobs, on-call workers. For genuine peaks or very specific moments.
The art? Finding the right balance. Too small a core lacks stability. Too large a core lacks agility.
Options for the flexible layer
In Belgium, you have several instruments for flexible staffing.
Temporary agency work Through a recognised temp agency. They handle recruitment, selection and administration. Handy when you need someone quickly without doing the search yourself.
Payrolling You select the employee, the payroll company takes over the administration. Cheaper than agency work, but you do the recruitment yourself.
Flexi-jobs For certain sectors (hospitality, retail). Workers who already work at least 4/5 elsewhere. Lower social security contributions. But strict conditions.
Student work Up to 650 hours a year at reduced NSSO (National Social Security Office) contributions. Popular during holidays and weekends. See also our overview of employer obligations for student work.
Freelancers Self-employed professionals who bring specific expertise. Watch out for false self-employment.
Which option fits? It depends on your sector, the length of the assignment and how quickly you need to switch gears. You'll find more details in our article on temp contracts in Belgium.
Strategy 1: Start small, scale flexibly
For start-ups and small SMEs, this is often the smartest approach. Keep your permanent core small. Only the roles that are truly indispensable. Top it up with flexible workers when needed.
Advantages:
- Low fixed costs
- Easy to scale up and down
- Low risk if revenue disappoints
Disadvantages:
- Less company knowledge in the team
- Onboarding people again and again
- Higher hourly cost for flexible staff
When it fits: Start-up businesses. Seasonal activities. Project-based work.
Strategy 2: Fixed core, flexible edge
The classic approach. You have a stable core for baseline capacity, topped up with flexible workers for the peaks.
A practical example: A catering company has 5 permanent employees (kitchen, planning, logistics). For events, they bring in extra serving staff through payroll for events and hospitality. Sometimes 2, sometimes 20.
Advantages:
- Stability and company knowledge in the core
- Flexibility for peaks
- Cost control
Disadvantages:
- Requires good planning
- Quality control with a changing flexible workforce
When it fits: Companies with a predictable base load and variable peaks. Hospitality, events, retail.
Strategy 3: Grow through inflow
You want to grow. But you're not sure the demand will hold. Use the inflow route: someone starts through agency work or payroll, and once they've proven a good fit, you offer a permanent contract.
Advantages:
- Test before you commit
- The worker gets to know the company
- A smooth transition to permanent
Disadvantages:
- Higher costs during the trial phase
- A possible takeover fee to the temp agency
When it fits: Growing companies. Roles where fit is crucial.
Finding the right mix
There's no universal formula. Really, there isn't. But these questions will help:
How predictable is your workload? Stable? More permanent. Variable? More flexible.
How specific is the expertise? Generic work is easier to fill flexibly. Specialised work? Then it pays to invest in permanent staff.
What's your risk tolerance? Low? A smaller core, more flexibility. Higher? A larger core.
How important is company culture? Very important? Focus on your core. Less crucial? Then you have more room for flexible staff.
What are your cash flow swings? If your cash flow is variable, flexible staff give you breathing room. Fixed costs still have to be paid in lean months.
Comparing costs
A rough comparison of costs by type (indicative for 2026):
| Type | Factor vs. gross salary |
|---|---|
| Permanent staff | 1.55-1.65 |
| Payroll | 1.65-1.82 |
| Agency work | 1.80-2.20 |
| Flexi-job | 1.28 (28% employer contribution only) |
| Student | ~1.08 (solidarity contribution 8.14%) |
Flexi-jobs and students are cheaper. But they come with conditions and limits. Payroll and agency work cost more, but they offer full flexibility.
Note: these are standalone hourly costs. The total cost depends on how many hours you use.
Key considerations
Legal limits Agency work is only allowed for specific reasons (replacement, temporary increase in work, exceptional work, inflow). Maximum duration? Often 12-18 months for the same reason.
Equal treatment Flexible workers are entitled to the same working conditions as permanent employees in comparable roles.
Quality assurance A changing workforce demands more attention to onboarding, work instructions and quality control.
Employer branding Your reputation as an employer applies to flexible staff too. Treating temporary workers well earns you loyal people who are happy to come back.
Communication with your permanent team How do your permanent employees experience their flexible colleagues? Are they uncertain about their own position? Clear communication prevents unease.
In practice: getting started
Want to make your workforce more flexible? Here's how to approach it:
1. Analyse your current situation How many employees do you have? What types of contracts? Where are the peaks and troughs?
2. Define your core Which roles are indispensable for continuity and company knowledge?
3. Choose your flexible instruments Payroll, agency work, flexi-jobs, students. Which mix suits your sector and needs?
4. Find partners A good temp agency or payroll partner makes all the difference. Choose based on experience in your sector.
5. Build processes How do you plan flexible deployment? How do you onboard people? How do you maintain quality?
6. Start small Test your approach with one role or department. Evaluate. Adjust. Then scale up.
At Recruit, we help SMEs with the flexible layer of their workforce. Contracts, pay, administration. We take it off your hands so you can focus on your business.
In short
A flexible workforce combines permanent employees for stability with flexible workers for agility. The right mix? It depends on your sector, predictability and risk tolerance.
Flexibility costs a little more per hour. But it gives you room to move with the market. In uncertain times, that's often worth more than the lowest cost per employee.
Is there one perfect formula? No. But with a clear analysis of your needs and the right instruments, you can build a workforce that fits your reality.
How Recruit helps you
Hiring temporary workers without the administrative headaches? That's exactly what we built Recruit for.
With Recruit:
- Contracts in under 60 seconds: create trial and temp contracts without any hassle
- Automatic pay calculation: correct pay in line with current legislation and your Joint Committee
- Dimona (immediate employment declaration) and social documents: we handle all the declarations so you can focus on your business
- 24/7 personal support: always a dedicated contact who knows your company
- No fixed monthly fees: pay only for what you use
Try Recruit or get in touch with our HR experts for tailored advice.
Frequently asked questions
What percentage of my staff should be flexible?
There's no fixed rule. Many companies aim for a 70-80% permanent core and a 20-30% flexible layer. But in seasonal sectors? It can be the other way around.
Isn't flexible staffing too expensive?
Per hour, yes, but you only pay when you actually need someone. With fluctuating workloads, flexible staff can work out cheaper than permanent workers who sometimes have little to do.
How do I maintain quality with a changing workforce?
Invest in good work instructions, quick onboarding and clear expectations. And where possible? Work with a fixed pool of flexible staff who already know your company.
Can someone keep working through payroll for years?
Yes. Payroll has no legal maximum duration. Unlike agency work, which is subject to reasons and time limits.
The information in this article is purely informative and does not replace professional legal or accounting advice. Employment legislation changes regularly. Always consult the current legislation or contact an HR expert for advice tailored to your situation.