How to talk about handover before parental leave

Key takeaways

• A handover plan can take some of the guesswork and stress out of a very overwhelming time. 

• Finding parental leave cover can be daunting, but with the right approach, it can be done effectively. 

• Be mindful about how you communicate with your employee and avoid comments that make them feel undervalued.  

Imagine taking leave from your business without a plan for who will run it in your absence or what might happen to your clients. You wouldn't do that. That is precisely how it can feel for an expectant parent going on leave without a handover plan. Add the uncertainty of becoming a parent for the first time (or to subsequent children) and it can be a very unsettling time for your employees.  

Of course, it doesn't have to be. As an employer, you are uniquely positioned to support your people through this life transition. One strategy is co-designing their handover plan to help take some of the guesswork and stress out of what can be a busy and overwhelming time.  

What is a handover plan exactly?  

It's a framework that considers what tasks need to be transferred, who will take over the duties, and who needs to know about the leave (e.g. customers, clients, stakeholders).  

The handover plan also looks at the conversations or actions required to help with the transfer and any resources that may help the individual, team and the business.  Find our Handover Plan template here.  

How to start the client handover process  

Discuss with your employee when they might like to let clients or stakeholders know about their upcoming leave. Depending on the nature of your business, four to eight weeks' notice should be enough, but apply whatever time makes sense with the workflows and projects in your business.  

You might want to encourage your employee to send an email directly to clients they have a relationship with, detailing any handover contacts. Make sure your clients are clear on how to get in touch while their usual contact is on leave.   

Finding parental leave cover  

You may think there is never a good time in a small business for one of your people to take long leave. Still, you will find a way to manage, either by backfilling their position, allocating work to other staff, or perhaps picking some of it up yourself.  

If you are reallocating work, you will need to set time aside to strategise delegating tasks across the team. Look at your team members' skills, interests, strengths, and abilities. Are there any opportunities for personal growth? People will be more inclined to take on added responsibilities if it advances their career or appeals to their interests.  

When you meet with your expectant employee about the handover plan, ask them for their insight on anyone in the business who might be in a position to upskill while they’re on leave  

If you are hiring a replacement cover, you will need to make it very clear to the new staff member in the interview and in job ads that it is a temporary leave position. This protects you from unintentionally discriminating against your expectant employee or their replacement. It can be easy to get caught up in making promises to a replacement about more work once the expectant parent returns, but this can also get you in a pickle. Read more about your legal obligations here.  

How to talk with your employee about it  

Whether this is baby number one or five, your expectant parent may be worried about job insecurity or have concerns about being made redundant while on leave. These fears aren't unsubstantiated, with one in two women and one in five men experiencing discrimination while pregnant, on leave or on their return to work.  

You will need to be mindful on how you communicate backfilling or reallocating their role. You might think it’s reassuring to say things like,'We'll be fine in your absence!' or 'Don't worry, Monica's an excellent replacement for you,' or 'We won't even notice you're gone,' etc. But for the outgoing employee, such statements can make them feel undervalued. 

Going through the steps in the handover plan can help avoid any miscommunication about who is doing what tasks and why. A transparent process ensures outgoing employees have input into their workloads and relationships, which benefits their wellbeing. If done well, a robust handover plan can work in reverse too, when the returning employee can step back into their previous role, barely missing a beat.  

Next, take some time to familiarise yourself with the signs of perinatal mental health distress.