Navigating the tricky waters of communication as part of leave management requires a balance of empathy, clarity, and planning. Unfortunately, it may take a few tries to get it right – take it from me.
1. Transparency is Key—But Timing Matters
I once had an employee who needed to take an extended leave for a family emergency. They hesitated to inform me because they feared it would negatively impact their career. That was a wake-up call for me. I realized I needed to create an environment where transparency was encouraged, but timing was crucial.
Lesson Learned: When communicating about leaves, be upfront with your team about the importance of transparency and also make it clear that there's no need to rush. Employees should feel comfortable taking the time they need to handle personal matters, without feeling pressured to immediately provide every detail. I now emphasize that early communication is about planning, not judgment.
2. Create a Leave of Absence Game Plan—Together
There was a time when I fumbled an employee’s leave by not having a solid plan in place. It turned into a scavenger hunt regarding their tasks, and the team felt the strain. After that, I made it a point to sit down with anyone planning a leave and map out how their responsibilities would be covered.
Lesson Learned: Collaboratively develop a plan that addresses how work will be managed in their absence. This not only eases the team’s workload but also reassures the person taking leave that their responsibilities are in good hands.
3. Maintain Empathy, But Be Direct
I once had to announce a colleague’s leave due to a medical issue. I was so concerned about being empathetic that I ended up being vague, which only led to confusion and rumors. Not my finest moment.
Lesson Learned: When communicating about someone’s leave, strike a balance between empathy and clarity. Be respectful of privacy (always verify what information you can share) and try to provide enough information so the team understands the situation. If an employee is taking leave for a sensitive reason, work with them to agree on what will be shared. This approach fosters trust and keeps the rumor mill at bay.
4. Follow Up During a Leave of Absence—But Don’t Hover
During one of my first years as a manager, I made the mistake of bombarding an employee on leave with check-ins. My intentions were good—I wanted them to know they weren’t forgotten—but it ended up causing stress. Lesson learned, the hard way.
Lesson Learned: Keep in touch during the leave but do so sparingly and with genuine care. A well-timed message like, “We’ve got things covered here, focus on getting better,” can go a long way in making them feel supported without feeling pressured to return prematurely.
Final Thoughts
Communicating on leaves of absence is about blending transparency, empathy, and practicality in a way that supports both the individual and the team. While I’ve had my missteps in leave management, each one has taught me the importance of clear, compassionate communication. By setting the stage for open dialogue, creating a solid plan, and handling these situations with empathy, we can ensure that leaves of absence are a time for employees to recharge—not a source of additional stress.