People form and find their families in many different ways. Each experience is unique, and it’s best to avoid assumptions. Organizing fertility treatment, adoption, or surrogacy appointments with a busy work schedule can prove particularly challenging. If an employee shares their plans with you, here’s how to show your support.
Does their work schedule need some flexibility?
Continuing a regular work schedule during fertility treatment, adoption, or surrogacy appointments will vary depending on several factors. These can include the employee’s financial situation, the specific type of treatments and reactions to those procedures, the number of appointments, potential side effects, emotional or physical setbacks, and individual privacy preferences. Rather than make any assumptions, it’s best to respectfully ask your employee what they may need: “Do you want to discuss your work schedule and see what we can do to support you right now?”
Figure out how much time they will need on a daily, monthly and annual basis
As the employee learns more about the fertility/surrogacy/adoption process, they will better understand what specific factors may be involved.
They may need no adjustment to their work schedule, or they may need to explore flexible options. Employees might need to take time off or ask for modified duties. It’s helpful for you to be adaptable and supportive as they try to juggle all the demands.
Perhaps they can start earlier or stay later to maintain their hours while fitting appointments into their day. Maybe they can shorten their working week to schedule all medical appointments on Fridays or complete some tasks at home. You can find solutions when you maintain open and respectful communication with one another.
The journey for one person might be a matter of months. For another, it might take years. Be prepared to continue this conversation and make adjustments as needed, depending on the individual’s needs. Also remember, people cope with physical and emotional stressors in many ways. Hormonal shifts can prove challenging, as well as the ups and downs of these trying journeys. Kindness and understanding can go a long way.
Note: As a manager, you will need to maintain awareness of potential wage and hour implications of changing schedules, such as avoiding jeopardizing an employee’s exempt status. Please speak to your human resources team before formalizing any arrangements.
Understand their potential concerns
Fertility treatment, adoption, or surrogacy can raise fears of potential discrimination, lack of job security, judgment from peers, or invasion of privacy. Understanding these fears, respecting their boundaries, and establishing a workable plan from start to finish will prove helpful for all parties.
Be there when things don’t go to plan
Sometimes, situations don’t go as planned. You aren’t a counselor, but you can show your support by simply saying, “I’m sorry to hear that. I’m here to support you.” You can read more in our guide What conversations to have when things don’t go to plan.
Policies and benefits
Navigating policies and procedures can be tricky, as they vary between regions and organizations. Contact your HR team for policy updates as you advocate for your employees.
Circle In are proud to have partnered with Gemma Saunders, Founder of Workplace Edit, to develop this resource.
Last updated: November 2022