Welcoming Employees Back After Extended Leave

Life happens. Whether it’s taking time off for a new addition to the family, caring for a loved one, recovering from an illness or taking a well-deserved break, employees will inevitably need to step away from work for an extended period. When they’re ready to return, it’s up to leaders and HR teams to be supportive, understanding, and open when welcoming employees back after extended leave.

Creating a Smooth Transition: Policy Guidelines

A thoughtful and comprehensive policy sets the foundation for a smooth return. Consider including these elements in your company’s approach:

• Clear Communication: Outline expectations for keeping in touch while an employee is on leave. Are there scheduled check-ins, or would they prefer to be left out of all work discussions until their return?
• Flexible Return Options: For employees returning from long-term leave, especially in cases like parental leave or extended illness, consider a phased re-entry program. This could include reduced hours initially or a gradual increase in responsibilities.
• Welcome Back Training: Offer a structured re-orientation program. This helps returning employees catch up on new processes, team changes, or technology updates they may have missed.

But policies alone aren’t enough to create a truly welcoming experience.

I remember a few years ago (before I started Revise) when I welcomed back one of my previous colleagues, who’d been on maternity leave for nearly a year. We didn’t have an elaborate plan; instead, we organised a casual morning tea. We chatted, shared stories, and got reacquainted in a low-pressure setting. I noticed how much more comfortable she felt walking back into a role that could have otherwise seemed daunting after such a long break. It wasn’t the morning tea itself, but the simple gesture of taking time to connect as people before we got back to business.

The Role of Empathy & Sensitivity

It’s easy to underestimate just how difficult coming back can be, especially when an employee has been gone for a significant period. People can experience a range of emotions, from excitement to anxiety or even uncertainty about how they’ll fit into the team dynamic again.

Acknowledge the transition period openly, both with the returning employee and the wider team. Avoid phrases like, ‘Back to the grind!’ and instead focus on positivity and encouragement, such as ‘So good to have you back – how can we support you in getting reacquainted with the role?’

For those returning from medical leave or personal hardships, it’s crucial to balance empathy and professionalism. Give them space to share their experiences if they choose to, but never press for personal details.

The Importance of Tailored Support

Not every return-to-work experience is the same, so it’s important to consider the individual’s unique circumstances. For example, someone returning from parental leave might appreciate flexible hours to accommodate childcare arrangements, while an employee recovering from illness may need adjustments to their workload or a designated support person to discuss any accommodations.

Tip: Develop a tailored support plan in collaboration with the employee, which could include ongoing flexibility and regular check-ins over the first few months to assess their comfort level and any changing needs.

General Advice for Managers & Colleagues

Here are a few strategies for creating a positive return-to-work experience:

1. Set Up a Catch-Up Session Before the Official Return: This helps break the ice and allows the employee to catch up on key updates without the pressure of a first day back.
2. Check in Regularly: After the employee’s return, have informal check-ins to see how they’re adjusting. This helps identify any issues early on and shows ongoing support.
3. Welcome-Back Messages from the Team: A small gesture, like a handwritten note or a quick message from each team member, can show that they were missed and valued.

Why It Matters

A positive return experience can have a lasting impact on how employees feel about the organisation. Those who feel welcomed and supported are more likely to reintegrate smoothly, feel loyal, and be more productive. It’s not just about policies – it’s about showing that you care. For more advice or tailored support, just get in touch.