This article details tips on how to organise your workload and manage client expectations when parental leave is pending.
Managing workload
During your pregnancy or when you are starting to plan for your parental leave, you will need to re-organise your workload and communicate your pregnancy and leave plans to your colleagues, clients and other stakeholders.
Below is a short list to help you keep everything in check.
- Analyse each key element of your job functions. Itemise elements of your job that:
- Will need to be performed in full or in-part by others during your pregnancy
- Could be done in non-core business hours so you can maximise time spent in the office performing the most critical aspects of the job.
- Make arrangements to complete the other less critical elements less frequently or from home.
- Plan the majority of meetings within core business hours. When possible, get people to come to you. If it makes sense, set up conference calls for meetings instead of attending in person.
- Schedule time off (when possible) to attend medical appointments and advise your manager so it is diarised in advance.
- leave, so they can organise their own workload and leave arrangements. Explain what elements of your job you will be performing differently and how it will affect your team and customers. This should be discussed and agreed with your manager first.
- Start planning your hand-over –identify what elements of your job will need to be given to others when you are on leave and prepare with your manager when and how this will happen. Make sure you schedule any training that will be required for anyone picking up components of your role well in advance, so you can handover in advance of going on leave.
- If things don’t go to plan and you are feeling overwhelmed with what you have to complete, inform your manager and discuss ways to minimise the workload.
Managing client expectations
When you are preparing for Parental Leave, it's important that you communicate client expectations with those who may be stepping into your roles and responsibilities whilst you're on leave.
To ensure this process is smooth for all parties, we've put together a check list to make it very simple.
- Determine what work will be performed differently or undertaken by others during your
pregnancy or leave and agree this with your leader. - Decide when you will commence your parental leave and how long you would like to be away.
- Communicate any changes to your normal role and responsibilities to your colleagues,
customers, clients and direct reports. - Work with your leader to ascertain if your position will need to be performed by another
person(s) during your parental leave and plan to allow for a sufficient hand over period. - Document the key aspects of your role, including processes, contacts, relationship management details and history. Ensure this documentation is easily accessible for relevant colleagues in your absence.
- Prepare for and conduct thorough hand over sessions with the relevant people handling your workload during your parental leave. You are likely to find multiple sessions, rather than a single session will work best. Also, if possible, a gradual handover, so you are available for any questions before you go on leave.
- Provide your ‘on leave’ contact details (if appropriate) and indicate how frequently you will be checking emails and voicemail.
- Contact your key customers and clients prior to going on leave to explain when you plan
to go on leave. Assure them of the plans that are in place for continued delivery of service.
Provide them with new contact details. Ideally you will want to introduce them to the person(s) completing your role before you depart on leave. - Update your ‘Out of Office’ message (or similar) with the agreed contact details and timeframe of your leave.