How much does a vacancy really cost?
According to SHRM (Society for Human Resource Management), the average cost of an unfilled position is PLN 6,000–12,000 per month, depending on the industry and the level of the role.
What drives these costs?
- Lower productivity — one missing person often slows down a whole department.
- An overloaded team — duties are shared out among the remaining employees, leading to burnout and mistakes.
- Overtime costs — they seem cheap, but quickly add up to unplanned expenses.
- Turnover — an overloaded team may leave, and new recruitment means more months and more costs.
- Lost customers — a lack of operational continuity often means unhappy customers and cancelled contracts.
Research by Oxford Economics shows that every employee replacement (especially in manufacturing, logistics and services) can cost a company PLN 12,000–20,000, taking into account lost productivity, training costs and onboarding time.
Organisational costs
An unfilled vacancy is not just a matter of “one person missing” — it is a real burden on the whole organisation. When tasks are shifted onto other team members, pressure rises and fatigue and frustration set in. People work against the clock and do overtime, which leads to mistakes, burnout and… turnover.
What happens when you are short of hands? The quality of services or products may drop — and so may customer satisfaction. A company that does not react quickly enough can suffer reputational and financial losses. In the long run, organisational costs are the least predictable and the most damaging to a business’s growth.
According to a Gallup study, as many as 63% of employees in overloaded teams experience a drop in engagement, which affects productivity and increases turnover.
What is more, being overloaded during vacancies results in:
- a 32% increase in operational errors,
- a higher risk of turnover: as many as 44% of employees consider leaving when teams are chronically understaffed.
Reputational and relationship costs
Long-term vacancies not only affect productivity but also damage the company’s image — both internally and externally. Employees may feel a lack of stability, an excessive workload and frustration, which hurts team morale. This in turn can lower engagement and increase the risk of people leaving.
Externally, staff shortages often mean poorer customer service, delayed orders or lower service quality. Customers and business partners quickly notice such changes, which can lead to a loss of trust, negative reviews and terminated partnerships. The company’s image as a reliable partner and an attractive employer is put at risk — and rebuilding it can be costly and time-consuming.
- Staff shortages affect the quality of customer service and the timely completion of orders.
- Delays = unhappy customers = risk of losing contracts.
Data from LinkedIn Talent Solutions shows that companies that keep vacancies open for a long time damage their image — as many as 52% of candidates do not apply if they see the same job ad active for several months.
Financial losses
A missing employee = lower productivity, delays, overtime for others.
Daily cost of a vacancy = (average monthly gross output of the position / number of working days). Many companies do not measure this — and that is exactly why they lose more than they think.
Example:
- If an employee generates PLN 15,000 of gross value per month → their absence costs about PLN 750 a day.
- 30 days of delay = PLN 22,500 in losses for the company.
- And what if it is a sales, managerial or production role? The costs are even higher.
The domino effect
What are the consequences of delays in recruitment?
- More mistakes and complaints.
- Demotivated, frustrated employees (“it’s all on me again!”).
- Poorer customer service.
- Delays in completing orders.
How can Alimat Group help?
Working with a recruitment agency such as Alimat Group can significantly streamline recruitment and minimise downtime. We offer:
- Access to qualified candidates — we have an extensive pool of workers from various industries, from Poland and abroad. We fill staffing gaps quickly.
- Comprehensive skills verification — we run tests and check candidates’ technical skills. We recommend proven candidates.
- Efficient organisation of the whole logistics process — we take care of transport and comfortable accommodation. Our coordinators, team leaders and managers look after the workers.
- Support with legalising the stay and employment of foreign nationals — we handle the full formal and legal process, from registration to accommodation.
- Lower staff turnover — we help you hire stable employees who fit your company culture. We look after your business while caring for the workers. That is how we build valuable relationships and effective teams!
Summary
Being one employee short is not just a staffing gap — it means real financial, organisational and reputational losses. Every day of delay in recruitment means potential loss of money, customers and team stability.
Don’t take the risk! Contact the Alimat Group team and secure continuous staffing, save time and get a team ready for action.
Email us: kontakt@alimatgroup.com
Call: +48 517 654 267
