As far as possible before your leave, or at a time you and your manager agree upon, develop a list of what you do, including day-to-day responsibilities and tasks specific to current projects and those that you expect to arise during your leave. You may find this Work Responsibilities Coverage Form to be a helpful tool for you to summarize your job responsibilities that will require coverage.
1. Recurring Tasks
- List your recurring job tasks, including those you do daily, weekly, and/or monthly.
- Think about how the tasks are accomplished now and how they will be accomplished while you are on leave.
- Include small tasks that you may assume someone else will know to do – it’s better to be overly inclusive.
- Consider potential challenges for colleagues, your team or department, your manager(s), and external contacts that may arise while you are on leave, and solutions to these potential challenges.
- Check your calendar for the past few months and for the period last year that corresponds to your STD or MAPFML leave for reminders of tasks that may need to be addressed.
- For a week or two, throughout your work day, check your list of tasks as you do them and add to it as necessary.
2. Project Work
- For each project, provide the information requested on the Work Responsibilities Coverage Form.
- Think about how tasks are accomplished now and how they will be accomplished while you are on leave.
- Consider potential challenges for colleagues, your team or department, your manager(s), and external contacts while you are on leave, and solutions to these potential challenges.
- Be clear about what your role is and the expectations of the team for the person covering for you during your STD or MAPFML leave. Include timelines, deadlines, and descriptions of all aspects of project responsibilities.
For both types of work – recurring and project work - jot down names of colleagues who might be approached to cover your work on each task. Consider your email, telephone, and other work communications, and how they will be covered. Will someone have access to your email or voice-mail while you are out of the office? If not, how often (if at all) will you check email and voice-mail? Should your mail be forwarded to someone for response?