How do you ensure continuity and collaboration when someone is on leave?

1 Plan ahead

The first step to ensure continuity and collaboration when someone is on leave is to plan ahead. Ideally, you should have a leave policy that outlines the expectations, procedures, and benefits for taking leave. You should also have a system for tracking and approving leave requests, and for notifying the relevant stakeholders. Depending on the nature and duration of the leave, you may need to assign a backup person, redistribute the workload, or adjust the deadlines or priorities. You should also discuss with the person on leave how they want to hand over their tasks, what information or documents they need to share, and how they want to stay in touch during their absence.

3 Support the person on leave

The third step to ensure continuity and collaboration when someone is on leave is to support the person on leave. You should acknowledge and appreciate their contribution and their need for time off. You should also encourage them to take care of themselves and enjoy their break. You should also check in with them periodically, depending on the type and length of the leave, and offer your assistance or feedback if needed. You should also keep them updated on any major changes or developments that may affect their work or their return. You should also avoid making them feel guilty or pressured to come back sooner than planned.

4 Prepare for the return

The fourth step to ensure continuity and collaboration when someone is on leave is to prepare for their return. You should coordinate with the person on leave and the backup person or the team about how to transition the work back to the original owner. You should also schedule a meeting or a call with the person on leave to welcome them back, review their work status, and discuss any issues or challenges they may have faced or anticipate. You should also give them some time and space to catch up on their emails, messages, or meetings, and to reconnect with their colleagues and clients. You should also provide them with any feedback or recognition they deserve for their work.

5 Review and improve

The fifth step to ensure continuity and collaboration when someone is on leave is to review and improve. You should evaluate how well you managed the leave process, and identify any gaps, problems, or successes. You should also solicit feedback from the person on leave, the backup person or the team, and any other stakeholders involved. You should also use the feedback to improve your leave policy, system, or communication, and to address any issues or concerns that may have arisen. You should also celebrate and appreciate your team's efforts and achievements, and foster a culture of trust and accountability in leave taking.

6 Learn and grow

The sixth and final step to ensure continuity and collaboration when someone is on leave is to learn and grow. You should recognize that taking and managing leave is an opportunity to develop your skills, knowledge, and relationships. You should also reflect on what you learned from the experience, and how you can apply it to your future work or personal goals. You should also share your insights and best practices with your team and other leaders, and encourage them to take and manage leave effectively. You should also embrace the diversity and flexibility that leave brings to your team, and use it to enhance your creativity, productivity, and well-being.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?