Navigating the transition of an employee returning from maternity leave can be challenging, especially in high-demand roles where the pace and pressure are intense. As a manager, your approach to this transition can significantly impact the employee’s well-being, job satisfaction, and overall productivity. Here’s a guide on how to support a returning employee effectively, ensuring a smooth reintegration into a demanding role while fostering a supportive and inclusive work environment.
1. Plan for a Smooth Transition
Pre-Leave Preparation (if possible)
Before the employee goes on maternity leave, work together to create a transition plan. This plan should include details on:
- Current Projects: Document the status of ongoing projects and any important deadlines. This is the perfect time to lead into delegation since you'll need some sort of hand-off upon leaving for mat leave and same when returning.
- Delegation: Identify who will handle the employee’s responsibilities during their absence and ensure they are well-prepared. This could be a temp hire, added responsibility across several team members, or be a valid reason for a team to take on less work temporarily while the employee is on mat leave. The options are endless!
- Communication: Set up a communication plan to keep the returning employee informed about any significant changes or developments. This could be a sprint highlight email that the employee can read while on mat leave OR upon returning during the first week. I know if I had an email highlighting the good, the bad and the ugly the team was going through during each sprint, it would've helped me understand why certain changes happened while out and helped prepare for new habits that were sure to come.
Return-to-Work Plan
Develop a clear return-to-work plan that outlines:
- Reintegration Goals: Establish short-term goals for the employee’s reintegration, gradually increasing their workload to match their comfort and capability.
- Support Systems: Identify resources and support systems available to them, including HR, peer mentors, or employee assistance programs.
NOTE: An example of a tangible ramp-up during the initial first few weeks to months is documented below if you need a visual of what one looks like
2. Offer Flexibility
Phased Return
Consider offering a phased return to work, where the employee gradually increases their hours and workload. This approach can help them adjust back to their role without feeling overwhelmed. Do keep in mind this could be a steady increase longer than 4 weeks depending on the role and expectations placed on the team. With this in mind, be creative and open about changes that may be more fitting responsibilities for the emplyee - like encouraging more leadership, organization and planning responsibilities if it seems to be something the employee thrives doing now post-mat leave. This could be an introduction to a lateral career move that's more accomodating while still being beneficial to the team in the meantime.
Flexible Hours
Provide options for flexible working hours or remote work if feasible. This flexibility can be especially valuable for employees managing new family responsibilities.
Customizable Workload
Initially, adjust the employee’s workload to accommodate their current capacity. Gradually increase responsibilities as they become more comfortable and confident.
3. Provide Emotional and Practical Support
Empathetic Communication
Approach the returning employee with empathy and understanding. Acknowledge the challenges they may face and express your willingness to support their transition.
Mentorship and Peer Support
Pair the returning employee with a mentor or a supportive peer who can help them navigate the re-entry process and provide guidance on any changes in the team or processes.
Wellness Resources
Ensure the employee is aware of and has access to wellness resources, such as counseling services or support groups, to help them manage stress and maintain work-life balance.
4. Facilitate Knowledge Transfer
Update Briefings
Arrange briefings to update the returning employee on any changes that occurred during their absence. This could include new team members, updated processes, or shifts in project priorities.
Documentation
Provide comprehensive documentation on any changes or developments that occurred while they were away. This can help them get up to speed quickly and reduce the feeling of being out of touch.
Training Sessions
If significant changes have taken place, consider offering refresher training or workshops to bring the employee up to date with new tools, technologies, or methodologies.
5. Foster a Supportive Work Environment
Inclusive Culture
Promote a culture of inclusivity and understanding within the team. Encourage open communication and ensure that all team members are supportive of the returning employee’s transition.
Team Meetings
Keep the returning employee involved in team meetings and discussions to reestablish their role within the team and stay connected with ongoing projects.
Recognition and Appreciation
Acknowledge the employee’s contributions and efforts in returning to work. Recognition and appreciation can boost morale and reinforce their value to the team.
6. Monitor and Adjust
Regular Check-Ins
Schedule regular check-ins with the returning employee to discuss their progress, address any concerns, and adjust the transition plan as needed.
Feedback Loop
Create an open feedback loop where the employee feels comfortable sharing their experiences and any challenges they face. Use this feedback to make necessary adjustments and improvements.
Performance Reviews
Conduct performance reviews that focus on both achievements and areas for development. This will help the employee set clear goals and understand expectations as they settle back into their role.
7. Support Work-Life Balance
Encourage Boundaries
Support the employee in establishing boundaries between work and personal life. Encourage them to take breaks and use their leave entitlements to manage their well-being.
In the U.S., it's estimated that 1 in 7 women (approximately 15%) experience postpartum depression during the first year after childbirth. The rates are highest within the first 6 months postpartum, where studies show that 10-15% of women are diagnosed with PPD. While postpartum depression predominantly affects mothers, research suggests that 4-10% of new fathers may also experience depressive symptoms within the first 6 months postpartum.
So, if you're employee was on leave for 3 months, they're in the woes of this time window upon returning to work and should take their mental health seriously.
Resource Access
Ensure they have access to resources such as childcare support or flexible benefits that can help them balance work and family responsibilities.
Example of a Mat Leave Ramp-Up Program (Customize as much as needed)
Week 1: Soft Reintroduction
- Day 1-2: Light workload. Have informal catch-ups with the team and direct manager to update on changes, new projects, or organizational shifts.
- Day 3-5: Begin re-engaging with ongoing projects. Shadow or consult with the team handling the employee’s duties during the leave period.
- Flexible Hours: Allow flexible hours or remote working options to accommodate personal responsibilities (e.g., child care, breastfeeding).
NOTE: For those who are unfamiliar with the demands of breastfeeding, encourage your returning employee to block out their time on their calendar to protect the demands of a breastfeeding schedule. There are laws and regulations in place to protect working breastfeeding mothers whether they're on-site or remote and should be respected. If you're unfamiliar with these laws and regulations, please reach out to HR. They should have the latest information on local and nationwide laws that are in place for all employees.
Week 2: Gradual Increase
- Project Selection: Start with smaller tasks or short-term projects. Avoid assigning high-stress responsibilities immediately.
- Access to Support: Provide access to mentors or team members for questions or support during the transition.
- Meetings: Attend essential meetings but allow the employee to skip non-critical ones for a few weeks to ease the workload.
Week 3-4: Full Integration
- Workload Scaling: Gradually return to a full workload by increasing task complexity. Avoid sudden influx of responsibilities.
- Cross-team Collaboration: Reintroduce cross-team collaborations and full client engagements, if applicable.
Post Ramp-Up Evaluation (3-6 Months)
- Career Development Discussions: Schedule a meeting around the 3-6 month mark post-return to discuss progress, career goals, and performance, while ensuring there’s no backlog in their development or promotion opportunities due to the leave.
- Survey & Feedback: Seek feedback from the employee on the ramp-up program, to refine and improve the process for future cases.
Conclusion
Supporting an employee returning from maternity leave in a high-demand role requires thoughtful planning, empathy, and flexibility. By implementing these strategies, you can facilitate a smoother transition, enhance the employee’s well-being, and maintain a productive and engaged workforce. Remember, a supportive and understanding approach not only benefits the returning employee but also contributes to a positive and inclusive work culture for everyone.