Preparing for Possibilities: Four Considerations for Taking an Extended Leave at Work

Major life events can turn your world upside down. There are all kinds of logistics and planning involved—especially at work. When preparing for life’s big moments, you’ll need to factor in your job and the impact of an extended leave or or employee leave. Whether it’s a new baby, a medical situation, caring for a loved one, or any other event requiring time away from work, planning can make the transition smoother for everyone involved. 

Why Extended Leave and Employee Leave Deserve More Attention Than They Get

These situations feel personal, and they are. But they also come with a lot of responsibility on your end as the employer.

Extended leave usually means several weeks or more away from work. It can come out of nowhere, and if you are not prepared, it can ripple through your team fast. From lost productivity to legal risks, the stakes are high.

If you fail to accommodate someone’s legitimate need for leave, you risk losing a valued employee or ending up in a compliance mess. But when you get it right, you earn loyalty, boost morale, and protect your company.

And the legal part? It’s not optional. Under the Family and Medical Leave Act (FMLA), eligible employees are entitled to up to 12 weeks of unpaid, job-protected leave. This is one of those areas where “we didn’t know” doesn’t fly.

FMLA violations can be costly. They may involve paying lost employee wages and reinstating lost benefits. In fiscal year 2023, the federal Wage and Hour Division concluded 334 FMLA compliance actions with violations and recovered more than $987,000 in back wages for 395 workers. That’s where partners like INFINITI HR step in to help companies spot those blind spots early.

So, What Should You Be Doing Now for Leave Planning?

You can’t predict when someone will need extended leave. But you can prepare for it. Here’s how.

1. Understand FMLA Compliance Rules (They’re Not All the Same)

Federal law sets the baseline, but state rules often layer on top. If you’ve got remote workers or employees spread across different states, it gets even more complicated.

INFINITI HR offers guidance in this area—we’ve helped countless businesses navigate these tricky waters. Our blog post on January Legal Updates is a great starting point if you are not sure what applies to your team.

2. Employee Coverage Planning: Make a Plan Before You Need It

If someone disappears for eight weeks tomorrow, what happens?

Some businesses cross-train staff so others can step in. Others line up temp help in advance. One client we know actually created backup “coverage maps” that show who can pinch-hit for key roles. It took a few hours to create but saved them weeks of scrambling later.

3. Communicate Leave Policies Clearly: Best Practices for Managers

It is hard enough going through something personal. Don’t make it harder by burying your leave policy in fine print.

Spell it out. Keep it human. Let people know what steps they need to take, what forms are required, and who they can talk to. INFINITI HR can help here too—We at INFINITI HR have created easy-to-understand documentation for clients to avoid confusion. Also check out this SHRM resource if you’re building your own.

4. Watch Out for the Domino Effect on Team Management During Leave

Extended leave doesn’t happen in a vacuum. When one person is out, everyone else feels it.

We have seen companies run into burnout fast, especially if no one’s talking about how workloads are shifting. Some of the best solutions are the simplest: weekly check-ins, open team meetings, or even just making sure people know it’s okay to say, “I’m overloaded.”

Want to build a stronger system overall? INFINITI HR’s post on PTO for Everyone has some smart ideas for more equitable and sustainable time-off policies.

Leading Through the Tough Stuff

Supporting extended leave isn’t just about legal boxes to check — it is about the kind of company you want to be.

When you handle leave well, people notice. They feel supported. They stick around. And your business keeps running smoothly, even when life throws a curveball.

If you’re unsure whether your current leave policies or absence management strategies are strong enough—or if they haven’t been updated in a few years—INFINITI HR is a great place to start. We can help you build a leave policy that works in real life, not just on paper.

Interested in other current employment trends? Click the link to view the recent blog: Navigating Workplace Discrimination: Essential Strategies for Small Business Owners or check back for more on human resources, payroll, insurance, and benefits.

This article does not constitute legal advice, and there are subtle variations in employment law as it pertains to these topics, depending on where your business operates. It is strongly suggested that you seek consultation or legal counsel before making decisions about policies.