What you need to think about before you meet for handover
Ok, so you’ve told your employer you’re going to be taking time off to spend with your baby, and now it's time to discuss your handover plan.
While this is a time of overwhelming life admin, this is one step you won't want to skip. Having a handover plan is a valuable part of your working parent journey, but don’t worry – we’ll walk you through it.
Things to consider
What needs to be covered?
This includes when to hand over your duties, who might be able to cover them, how you'll inform clients or stakeholders, and what training others might need to cover your duties.
How can you set up your leave in ways that best support your return to work?
Stay connected and up to date with company changes by agreeing to a Keeping in Touch Plan with your manager.
Do you have any work roles beyond your key tasks that need to be addressed?
This might include social clubs, first aid responsibilities, etc.
What’s the best way to inform clients/customers of your leave and cover arrangements?
You might want to use our email template below to inform clients or contacts of your leave and replacement (if applicable).
What might not go to plan?
Parenthood is full of surprises so it’s a good idea to have a Plan B. And a Plan C, and probably even a Plan D. Here are some ‘what ifs’ to help you prepare:
| What if ... | Suggested strategies |
|---|---|
| …there’s a delay in confirming who will take over your responsibilities, and how? |
Follow the meeting schedule in the parental leave toolkit for dads or the parental leave toolkit for mums and be proactive about making suggestions. Document key parts of your role to enable a smooth handover when the time comes. Prioritise the most important deliverables and consider what could wait until your return. |
| …your manager leaves while you’re preparing for leave, or during your leave? |
Have a second contact in your Keeping in Touch Plan to make sure you’re still able to remain connected to the business. When you are ready, contact your new manager to introduce yourself and bring them up to speed on the discussions you had with your previous manager before going on leave. |
| …you need help engaging your manager in your transition plan, or they only become engaged at the last minute. |
The parental leave toolkit for managers is a good way to get your manager engaged, as it’s designed to make the process easy for them too. You could print it out and ask if they would like to go through it with you. Even if they aren’t engaged, the employee version of the kit should help you get as prepared as you can be. Focus on the big stuff first – what will have the greatest business impact if not covered well? |
Keep in mind
Ultimately it is for your employer to decide how your role will be covered, so you can’t control every step of this process, but you can make sure you are listing all the important stuff so that nothing slips through the cracks.
Babies can come early! Try and plan ahead so you’re not caught out with a hasty departure that leaves you feeling the extra pressure.
Example client handover message
Use the text below as a template to inform clients or contacts of your leave and replacement (if applicable).
Dear [stakeholder/contact name],
As you might be aware, I am due to start parental leave next month. CC'ed into this email is [Colleague's Name], who will fill my shoes in my absence. Over the next few weeks, [Colleague's Name] will be getting up to speed and ready to seamlessly takeover while I prepare to have life turned upside down by a tiny infant.
Reach out if you have any questions or concerns about the transition. My final day will be [leave date], and I’m expecting to return in [month, year].
Regards, [Name]
Now you can tick handover planning off the admin list, it's time to talk Keeping in Touch Plans.
