How to Navigate the Challenge of Workload Distribution During Employee Extended Leave
In the face of unexpected employee absences, eight CEOs and Directors share their strategies for maintaining smooth operations. From assigning project-based task ownership to dividing tasks among lateral peers or close teams, discover how leaders manage workload distribution when a team member is on extended leave.
- Assign Project-Based Task Ownership
- Employ Temporary Specialization and Freelancers
- Implement Cross-Training and Project Management Tools
- Leverage Customer Stories in Content
- Train Team and Utilize Project Management Tools
- Create Detailed Process Documentation
- Conduct Workload Audits and Shadowing Days
- Divide Tasks Among Lateral Peers or Close Teams
Assign Project-Based Task Ownership
When an employee in my small company took a long leave, I realized the importance of project-based task ownership for efficient workload sharing. Instead of simply assigning tasks, I assigned specific team members complete projects, allowing them to take complete ownership of the work.
My staff and I first got together to go over all of the current projects and their phases. Next, I matched every project to the interests and strengths of each team member. For example, when our senior marketer was on leave, I assigned one employee responsibility for managing our social media accounts and another for client communication and content production. This strategy ensured that everyone had clear and achievable tasks.
To help with this, I set up a feedback and updating mechanism. For transparency, deadline setting, and progress tracking, we employed project management software. This provided a forum for teamwork and problem-solving, as well as keeping everyone updated.
Justin Crabbe
CEO, BlackJet
Employ Temporary Specialization and Freelancers
At our company, we employ a temporary specialization strategy during extended leaves. We temporarily realign team roles based on current projects and the specific skills of remaining team members. This might mean temporarily shifting a team member’s focus from one project to another where their skills are most needed. This strategy requires a dynamic and versatile team but is highly effective in maintaining momentum and managing workloads during absences.
Leveraging freelance or contract workers to temporarily fill gaps can be an effective strategy. At our organization, we maintain a network of trusted freelancers who can be brought on board to handle specific tasks or projects during employee absences. This flexibility allows us to manage workload effectively without compromising on the quality of our work or overloading other team members.
Alari Aho
CEO and Founder, Toggl Inc
Implement Cross-Training and Project Management Tools
At eLearning Industry Inc., managing workload distribution when an employee is on extended leave is critical to maintaining our output without overburdening other team members. One effective strategy we’ve implemented is a cross-training program. This program ensures that multiple employees are trained to handle specific key tasks.
When someone goes on leave, another team member can seamlessly take over without a drop in productivity or quality. This keeps our operations running smoothly and enhances team flexibility and skills diversification.
Additionally, we leverage project management tools to visualize and track workload distribution in real time. This allows managers to make adjustments on the fly, ensuring that no single employee becomes overloaded.
By keeping an eye on the workload balance and having a well-prepared backup plan, we can manage unexpected staff absences effectively. These approaches help in immediate workload management and contribute to a more resilient and adaptable organizational structure, ensuring long-term stability and employee satisfaction.
Christopher Pappas
Founder, eLearning Industry Inc
Leverage Customer Stories in Content
As Stallion Express’ Director of Business Operations, I have seen first-hand how powerful a single blog post can be. One of our most popular blog posts was “The Ultimate Guide to Cross-border Shipping for Canadian eCommerce Businesses.” In it, we covered everything from customs rules to cost-cutting tips and provided our readers with a wealth of information.
The results were immediate. In the first month alone, our traffic increased by 35%, and the blog post alone drove 50% more inquiries about our international services.
The guide’s success was largely driven by its comprehensive, actionable tips, making it the go-to guide for eCommerce companies looking to grow internationally.
We also included real-life stories from our customers who had completed cross-border shipments using our services. These stories add a personal touch to the content, making it more accessible and credible.
What made this piece stand out was its combination of value-added content and engaging stories. By tackling common issues and providing real-world solutions, we built Stallion Express into an authority in the industry. Not only did this content add value to our marketing efforts, but it also strengthened our resolve to help Canadian businesses grow.
Jen Seran
Director of Operations, Stallion Express
Train Team and Utilize Project Management Tools
Leave of Absence? No Sweat! When an employee is on leave, you can keep things running smoothly with a two-step plan. First, train existing team members on essential tasks and encourage teamwork to tackle unfamiliar work.
Second, project management tools should be used for clear communication and to explore automating tasks to free up time. This approach ensures a smooth workflow, keeps everyone on the same page, and fosters collaboration. Bonus tip: Maintain communication with the absent employee for a seamless return!
Beth Worthy
Cofounder and President, GMR Transcription Services, Inc.
Create Detailed Process Documentation
Cross-Training Employees:
Identify Critical Tasks: Determine the key responsibilities and tasks of the employee going on leave.
Select Backup Employees: Choose employees who can be cross-trained to handle these tasks. Ensure they have the necessary skills or can be trained effectively.
Conduct Training Sessions: Provide comprehensive training sessions well in advance of the leave. This includes hands-on practice, documentation, and access to resources.
Create Process Documentation: Develop detailed documentation for the tasks, including step-by-step guides, checklists, and FAQs. This helps backup employees perform tasks accurately and efficiently.
Marc Bromhall
Founder, Chiropractor Hub
Conduct Workload Audits and Shadowing Days
A strategy we’ve implemented is the use of a workload audit before any long-term leave. This involves reviewing the tasks assigned to the departing employee and assessing their urgency and importance. We then make decisions on whether to delegate these tasks within the team, hire a temporary replacement, or postpone non-critical activities.
This prioritization helps prevent overload on other team members and keeps critical projects moving forward without sacrificing quality. Our managers play a crucial role in this process, ensuring that the distribution is fair and manageable for everyone involved.
We recommend regular “shadowing” days, where team members spend time with colleagues whose roles they might need to cover during extended absences. These sessions occur several times a year and are a part of our commitment to continuous learning and preparation. Shadowing helps build a detailed understanding of different roles and responsibilities across the team, which proves invaluable when redistributing workloads during extended leaves.
Marc Bishop
Director, Wytlabs
Divide Tasks Among Lateral Peers or Close Teams
Take into consideration the employee’s role within the organization. If they’re responsible for managing a few critical tasks, then these tasks can be divided and delegated among their lateral peers, if possible.
If there are no lateral peers, then the work can be shared among those who work very closely with that employee’s role, which helps curtail the learning curve for how to manage the work in their absence. If this employee is responsible for managing financial tasks, then it primarily makes sense to seek a delegate within the finance or accounting team. Otherwise, the workload may transfer to operations as part of a contingency plan.
It’s important to ensure the time management, quality of deliverables, and relationship-building variables of this employee’s role aren’t compromised during their absence. Whether their role is internal and/or external facing within the organization, its critical contributors understand that everyone is working towards a common organizational goal.
Regardless of why the employee is on leave, their absence shouldn’t be discounted because they will return to learn how well their peers respected their role through the progress made during their absence.
Sasha Laghonh
Founder, Sasha Talks
Submit Your Answer
Would you like to submit an alternate answer to the question, “How can businesses effectively manage workload distribution when an employee is on extended leave? Please share a successful strategy or tip you use and recommend.”
Related Articles
- 6 Examples of Cutting-Edge Enhancements to Employee Benefits
- Employee Benefit Questions Every CEO Should Ask Themselves – Beni.fit
- 6 Fabulous Flexible Work Environment Benefits for Employees – Beni.fit