How to Prepare Your Transition Plan for Parental Leave

Bringing a new baby into your life is an exciting and transformative time.

However, stepping away from work for an extended period can feel daunting or downright terrifying.

A well-thought-out transition plan not only ensures a smooth departure but also sets you up for a stress-free return.

We've been there, and we want to help you make this transition as seamless as possible. With a structured plan, you can confidently step away knowing your responsibilities are covered.

Download WRK/360's Parental Leave Transition Workbook

Phase 1: Early Planning (3-4 Months Before Leave)

Taking the time to plan early allows you to be intentional about your transition. In this phase, you’ll focus on understanding your leave benefits, identifying your responsibilities, and initiating discussions with your manager.

Laying this groundwork now will make the later steps much easier.

Step 1: Understand Your Leave Benefits

Step one is all about asking the relevant questions and finding clarity in what can be a confusing maze.

How does parental leave even work? Do you have paid leave? What's PFL? How does FMLA work? How does my company leave policy work with the state and federal programs. Ask all of the questions. 

• Schedule a meeting with HR to review your parental leave policy.

• Clarify key details: exact dates, pay structure, and benefit continuation.

• Explore options for gradual return or flexible work policies.

• Document everything in writing for future reference.

Example: If your company offers a phased return, you might negotiate working three days a week for the first month back to ease into your routine.

Step 2: Create a Master Project List

Now it's time to sit down and plan your day-to-day. Profile your daily, weekly, and monthly tasks. This is the first step to looking at what kind of coverage and hand-off preparation you'll need to make. 

• List all your current projects and responsibilities.

• Categorize tasks into:

  • Must continue during leave

  • Can be paused during leave

  • Deadline-sensitive

  • Requires specialized knowledge

• Estimate time commitments for each responsibility.

Example: If you manage a recurring monthly report, you’ll need to ensure someone else is trained to run it or determine if it can be paused during your leave.

Step 3: Meet with Your Manager

Grab some time on the calendar ASAP. The sooner you plan your timeline, expectations, and coverage needs, the better.

After discussing these elements of your leave, write a summary email for management. Getting details in writing is a great way to cover your bases—and have a paper trail.  

• Discuss your preliminary leave timeline.

• Review your master project list together.

• Identify critical coverage needs.

• Begin considering potential coverage candidates.

• Set expectations around communication during leave.

Example: You and your manager might decide that you’ll only be contacted for urgent matters that no one else can resolve.

Phase 2: Detailed Planning (2-3 Months Before Leave)

With your foundational plan in place, this phase focuses on documentation and delegation. You'll work closely with your manager and colleagues to ensure a smooth transition of responsibilities.

Download WRK/360's Parental Leave Transition Workbook

Step 4: Create Role Documentation

• Document key responsibilities and standard operating procedures.

• Securely store login information and access instructions.

• Compile contact lists for key stakeholders.

• Document regular meeting schedules and objectives.

• Develop troubleshooting guides for common issues.

Example: If you handle invoicing, create a step-by-step guide for processing payments and troubleshooting common errors.

Step 5: Identify Coverage Personnel

Sometimes, parents can head out on parental leave with a  team of colleagues dividing  their work. Other times, you might decide that a temporary replacement is the right way to go, especially in longer leave periods or leave that coincides with a busy season. 

Work with your team to identify how to organize your coverage. 

• Work with your manager to assign coverage roles.

• Consider splitting responsibilities among multiple colleagues.

• Ensure coverage personnel have the bandwidth for additional work.

• Schedule initial transition discussions.

• Create a responsibility assignment matrix (RACI chart).

Example: Instead of assigning everything to one person, you might split duties among team members based on their expertise.

Step 6: Draft Communication Timeline

If this step seems a little overwhelming, well, it might be. Depending on how you organize your leave, this kind of communication preparation might be overkill.

However, for all your Virgos out there, we know you are already halfway done with this. 

• Plan announcements to team members, stakeholders, and clients.

• Create email templates for different audiences.

• Draft an out-of-office message with appropriate contacts.

• Schedule calendar blocks for knowledge transfer sessions.

• Plan for a buffer period before your estimated leave date.

Example: A pre-written email to clients introducing your backup contact ensures a seamless transition without last-minute confusion.

Phase 3: Knowledge Transfer (1-2 Months Before Leave)

Now it's time to start actively training your coverage personnel. This phase ensures they feel confident in their temporary roles and have access to all necessary information.

Download WRK/360's Parental Leave Transition Workbook

Step 7: Conduct Training Sessions

• Schedule shadow sessions with coverage personnel.

• Record screen captures of complex processes.

• Develop decision trees for common scenarios.

• Conduct real-time problem-solving exercises.

• Document frequently asked questions.

Example: Have your colleague process an actual request while you observe, so they can experience real-world challenges before you leave.

Step 8: Build Reference Materials

Before setting off an maternity leave, gather all of the so-called keys to your kingdom and make them readily available to the appropriate people. 

• Create a centralized digital knowledge base.

• Organize files and documentation logically.

• Set up shared drives with appropriate permissions.

• Develop FAQ documents based on training questions.

• Prepare template emails/responses for predictable situations.

Example: A shared document outlining steps to approve an expense request ensures consistency in handling approvals.

Step 9: Test Coverage Plan + Create Buffer Period

Assuming you've followed all the steps so far, test it all out. A great way to "trial" your leave is by handing off tasks and deliverables starting a few weeks before your anticipated leave. 

This approach has the added benefit of protecting your transition in the event that labor and delivery comes earlier than expected. 

• Conduct trial runs where the coverage team handles your tasks.

• Identify and address knowledge gaps.

• Practice handoffs for time-sensitive deliverables.

• Refine documentation based on feedback.

• Update the transition plan with new insights.

Example: Give your backup a full week to run your responsibilities while you observe, making final adjustments as needed.

Phase 4: Final Preparations (2-4 Weeks Before Leave)

In the final stretch, you’ll solidify your handoff, notify stakeholders, and ensure your team feels prepared. You’ll also give yourself space to wind down work without last-minute stress.

Download WRK/360's Parental Leave Transition Workbook

Step 10: Finalize Handoff Documentation

• Complete a transition plan document including:

  • Contact information during leave (if applicable)

  • Escalation procedures for emergencies

  • Decision-making authority boundaries

  • Return date and re-onboarding expectations

• Review the document with your manager and coverage team.

Example: If a crisis arises, should your backup escalate to your manager or an external vendor first? Clarify these details now.

Step 11: Conduct Stakeholder Meetings

• Hold one-on-one meetings with direct reports.

• Notify external clients/partners of your leave dates.

• Introduce coverage personnel to key stakeholders.

• Address concerns and answer questions.

• Set expectations regarding response times during your absence.

Example: Assuring a client that they will still receive timely updates from your coverage person builds confidence in your team.

Step 12: (If YOu Haven't already) Implement Buffer Period

Remember step nine, where we encouraged you to slowly start to step away from tasks and responsibilities.

If you haven't already done so, now is the time to phase yourself out and proactively troubleshoot what work looks like when you're out. 

• Reduce responsibilities 1-2 weeks before leave.

• Avoid taking on new projects or commitments.

• Complete high-priority deliverables.

• Conduct final knowledge transfer sessions.

• Prepare for an early leave if needed.

Example: By gradually stepping back from projects, you create space to handle any unexpected last-minute issues.

Phase 5: Departure Week

This is your final week before leave—and it might feel like it came out of nowhere all of a sudden. Are you really about to meet your new human?!

Here's when you'll tie up loose ends and make sure everything is set for your absence.

Download WRK/360's Parental Leave Transition Workbook

Step 13: Final Status Updates

• Provide status updates on all active projects.

• Document all recent developments and decisions.

• Address any last-minute questions.

• Update shared calendars and project management tools.

• Schedule a final check-in with the coverage team.

Step 14: Set Up Systems and Technology

• Configure your email auto-responder with backup contacts.

• Update your voicemail with alternative contacts.

• Transfer ownership of key documents and drives.

• Update project management assignments.

• Remove yourself from unnecessary distribution lists.

Phase 6: During Leave (Optional)

If you and your team agree on limited check-ins, set clear boundaries to protect your time.

Step 15: Limited Check-ins (if agreed upon)

• Follow a pre-determined check-in schedule, if any.

• Keep communications brief and focused.

• Maintain boundaries around your leave time.

• Document any critical information for your return.

Phase 7: Return Planning

As your leave comes to an end, a structured return plan can help ease your transition back to work.

Download WRK/360's Parental Leave Transition Workbook

Step 16: Pre-Return Check-in

• Schedule a brief call with your manager 1-2 weeks before return.

• Request a summary of major developments.

• Discuss a gradual return schedule if applicable.

• Plan re-onboarding meetings.

Step 17: Create Re-Entry Plan

Just like astronauts are unceremoniously dropped into the ocean, the re-entry can feel bumpy at best. We promise you've got this. With all the preparation you've already done, you are ready for (almost) anything. 

• Schedule knowledge transfer sessions from coverage team.

• Plan for gradual resumption of responsibilities.

• Schedule stakeholder re-introduction meetings.

• Build in flexibility for child-related needs.

Create a Parental Leave Plan With Confidence

Preparing for parental leave is about more than just ensuring work gets done in your absence—it’s about creating a smooth transition that benefits both you and your team (but also, please remember to prioritize yourself in this time.)

A well-planned approach helps you step away with confidence and return feeling supported rather than overwhelmed. Remember, you don’t have to navigate this alone.

WRK/360 id dedicated to building workplace cultures where women, working parents, caregivers, and all employees can thrive both personally and professionally.

From expert coaching to valuable resources, WRK/360 is here to support you in balancing career and caregiving, making your transition in and out of parental leave a positive experience.

Download WRK/360's Parental Leave Transition Workbook