Maternity leave in a small business isn’t as simple as it is in large corporate environments. It’s not easy for the one(s) covering the person on leave. It affects the whole team. And even the person going on leave is often under stress because they are usually the one holding everything together and want things to go smoothly because they care!
That said, maternity leave is a rare opportunity to step back, recharge, and embrace life’s next chapter. It’s also a chance to uncover holes in your business, improve systems, and give others the opportunity to step up. Planning, clarity, and delegation are key. Here’s a practical guide for preparing, covering, and returning from maternity leave.
For the Ops Boss® Going on Maternity Leave
1. Plan Early
- Start planning ASAP by brainstorming all the tasks that need coverage. A Google Sheet works great for this.
- Once your list is complete, move on to what needs to be documented, communicated, and cross-trained. Take it one week at a time, aiming to complete 2 months before your due date.
- Preset your exit and return dates to reduce stress for everyone, and plan for flexibility on both ends.
2. Build Your Coverage Team
- This will look different depending on your team size. Options include hiring a VA, training current staff, or outsourcing work.
- Identify who to cross-train (at least 2 people is ideal so they can support and back each other up). Ensure each person knows who owns each task.
- On a small team, you may need to include agents and spread responsibilities across leadership, staff, and agents.
- Ask your VAs to contribute extra hours if possible.
- Outsource work where needed (e.g., TC work, database maintenance, social media, event planning).
- Ensure every critical task has at least one backup owner.
3. Document, Video & SOP Everything
- Create a centralized Google Drive folder or Google Site with step-by-step SOPs for every responsibility.
- Document every task—even small ones. Nothing is too minor.
- Screen record processes and role-play client conversations.
- Use transcripts + AI to generate training manuals from recordings.
4. Test & Delegate
- Implement your coverage plan 30–60 days before your due date. Inspect what you expect weekly to identify gaps and supplement training.
- Start delegating tasks 7–10 days before leave to work out kinks.
- Track “Who does it now?” vs. “Who does it during leave?” and “Who is trained” in a shared spreadsheet.
- Assign secondary owners for rainmaker-specific responsibilities.
5. Disconnect & Protect Your Time
- Step away from email and notifications—work will survive without you.
- Maternity leave is irreplaceable; embrace it fully.
- Consider a phased return, easing back gradually if desired.
Tips for the Team Covering the Ops Boss®
1. Understand Your Scope
- Meet with the Ops Boss® pre-leave to clarify essential vs. non-essential tasks, clarity on your new 20% and 80%.
- Divide responsibilities and define primary and secondary owners for each task.
2. Learn & Cross-Train
- Train on all critical tasks, even outside your usual scope.
- Use SOPs, checklists, and video tutorials provided. Take your own notes too.
3. Communicate & Troubleshoot
- Keep a running log of issues and resolutions.
- Triage problems first; escalate when necessary.
- Ask clarifying questions early—don’t wait until the Ops Boss® is gone.
4. Maintain Clarity & Accountability
- Assign ownership for each task with backups.
- Keep agents and VAs in the loop; some responsibilities may temporarily fall back to them.
- Have a system to ensure follow-up and completion of tasks.
- Overcommunicate to ensure clarity—directly and simply.
5. Use This as a Leadership Opportunity—Start with Leading Yourself
- Update your calendar and time-blocking to reflect temporary added responsibilities. Be clear on your 20% and 80% during this time.
- Track what worked well, what didn’t, and suggestions to improve systems.
- Understand it’s okay to make mistakes—ask for clarity and help when needed.
- Start each day with a strong routine, including mindset preparation.
Re-Entry: Fresh Start Game Plan for the Ops Boss®
1. Start with Gratitude & Grace
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Celebrate what the team accomplished in your absence.
2. Re-Evaluate with Fresh Eyes
- What worked better than expected?
- What didn’t get done—and didn’t matter?
3. Audit & Upgrade Systems
- Identify what broke, what limped along, and what ran beautifully.
- Decide what to fix, upgrade, or retire permanently.
4. Survey the Team
- What helped them thrive?
- Where did they feel stretched or unsupported?
5. Reset Priorities: Pick Your Power 3
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Focus on three priorities for the next 90 days.
6. Rework the Calendar
- Block time for strategy, one-on-ones, and buffer space.
- Schedule a team time-blocking reset session.
7. Meet with Your Rainmaker
- Confirm priorities and success metrics.
- Align roles, responsibilities, and decision-making authority.
8. Communicate the Reset
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Share new rhythms, expectations, and vision with the team.
9. Protect Your Energy
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Set boundaries—your bandwidth is sacred.
10. Lead from the New You
- Embrace upgraded leadership skills.
- Recommit to your team’s mission and vision.
Bottom Line
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Document, delegate, and create backups.
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Train, test, repeat.
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Clarity counts.
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Grace is your superpower—things won’t be perfect—and that’s okay.
PS: Thanks to all the Ops Bosses® who contributed advice for this post. You all are SUPERHEROES!