Going out on parental leave can feel like a huge undertaking—but it doesn't have to be. Forward-thinking policies, benefits, and management training can foster effective communication and make the return-to-work transition smoother. But what is the best way to support employees before, during, and after parental leave? We put together this maternity leave checklist to get you started.
Why is offering support for new parents necessary?
Bringing home a child is one of life's most pivotal moments, and returning to work afterward can often be a crossroads in an employee's career. If employers fail to provide enough benefits and support during this time, they could lose their best talent to a company that does.
Turnover and maternity support
23% of employees have thought about leaving a job due to childcare issues, with women three times more likely than men to consider doing so. According to research from McKinsey, the impact on women of color is even greater: while 35% of white women said they were planning to leave their job, the rate jumped to 46% for women of color.
And for those who remain, the unequal distribution of household and childcare duties has clearly taken a toll: 42 percent of women reported high rates of burnout compared to 35 percent of men. As people's childbearing and child-rearing years progressively overlap with their prime working years, there are implications for employers.
With 7.3 million open jobs in an economy with just 6.54 million unemployed workers, employers seeking employees with specific experience and skills are more apt to have an even harder time replacing those who quit because of inadequate parental leave or return-to-work policies. And the cost of replacing these employees is high: studies estimate that the cost can be up to three to four times the position's salary.
The maternity leave checklist
Maternity leave plans or parental leave plans are critical for employees and managers alike. They can help ensure that the employee is able to maximize their parental leave, and that the company has adequate coverage while they are gone.
Use this maternity leave checklist as a guide to help employees prepare for leave:
1. Set up a meeting with the expecting parent
Congratulations are in order when an employee shares the news they're expecting. Then, it's an excellent opportunity to set up a meeting between HR and the expecting employee to communicate the company's policies, including available benefits and paid parental leave, as well as address any concerns or questions the employee might have about how much time they are able to request off from work.
Companies should also provide an in-depth look at available benefits, make employees aware of FMLA policies, and outline helpful changes to their role following their return-to work-date such as a flexible schedule or phased return.
2. Create a maternity leave plan
Once the first meeting has taken place, give the employee an opportunity think through their plans for maternity leave. You can then discuss and create a draft maternity leave plan detailing the following information in writing:
- The expected date for maternity leave to begin
- How much time they expect to take off work
- Stipulations on pay received during their maternity leave
- Approximate dates for keep-in-touch days/check-ins
- Their planned return to work date
- If they plan to work remotely or part-time upon returning to work
3. Document daily tasks and responsibilities
Soon after announcing their maternity leave date, ask the expectant employee to record their day-to-day responsibilities and current or future roles in any long-term projects.
This prepared documentation should include detailed descriptions of processes, tasks, deliverables, and relevant internal and external contacts. This documentation process will assist in setting up an efficient training process for their temporary replacement or other coworkers stepping in.
4. Manage clients
Once approximate dates for maternity leave are agreed, the employee should contact any clients or internal stakeholders to inform them of their departure. They should discuss any projects that need finalizing before these dates and introduce a new contact that will take over any accounts and be responsible for future projects.
5. Reassign tasks and recruit a temporary replacement
Before the employee takes parental leave, HR and management must decide whether the company will outsource their work to a temporary contractor or their coworkers. To make this decision, analyze the core business and noncritical activities that the expecting employee is responsible for, as well as any direct reports that will require a new manager.
Generally, it's wise to keep core responsibilities internal to reduce risks to the company, while less-critical activities can be more easily outsourced. Temporary workers should begin a few weeks before the departing employee leaves to ensure a smooth transition and proper training.
6. Communicate with the team regularly
Once the maternity leave plan is set with the expectant employee, it's time to let the team know. Engage in regular team-wide discussions about process adjustments, temporary responsibilities, temporary contractor introductions, and other important information. An estimated timeline of their coworker's due date and updates along the way is always appreciated.
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