Employer Guide 8: Communication Pathway

For workplace conversations about breastfeeding and infant feeding to be productive, respectful, and comfortable, it is essential to consider not only what is discussed but also how, when, where, and by whom the conversation takes place. The tone, setting, and timing all contribute significantly to how the conversation is received and how successful it is in meeting both the employee’s and employer’s needs. This guide provides an example communication pathway to help facilitate open and productive conversations regarding infant feeding.

Based on our research, effective communication with employees on return to work should aim to be:

• Timely: Conversations should start early, ideally before the employee goes on parental leave and before the employee returns to work.
• Ongoing: Regular check-ins help ensure support remains relevant as circumstances change.
• Structured and recorded: A degree of formality helps signal that the topic is recognised, valid, and taken seriously. A short written summary can act as a record for follow-up conversations.
• Empathetic: Line managers should approach the discussion with understanding and openness.
• Empowering: Employees should feel safe to express their needs regarding space, time and facilities without fear of judgment or negative consequences.
• Well-supported: Both line managers and employees benefit from having clear tools, frameworks, and language to guide the conversation, whether spoken or written.
• Transparent: All staff should be made aware of relevant workplace policies and available support so that expectations are clear and consistent.

1. Time

A key finding from our research is the importance of starting conversations about breastfeeding and return-to-work plans early, ideally before the employee returns to work. Early dialogue helps to reduce anxiety, enables more effective planning, and signals that the employee’s needs are understood and supported.

We recommend a structured, three-stage conversation plan, which can be integrated into existing touchpoints such as maternity leave planning and keep in touch (KIT) days.

• Conversation 1: Pre-Maternity Leave Planning

A meeting held before maternity leave to explore the employee’s initial thoughts and preferences regarding infant feeding, flexible working, and any anticipated support needs. This is also an opportunity to outline available policies and facilities.

• Conversation 2: Mid-Maternity Leave Check-In

A supportive check-in during maternity leave, for example as part of a keep in touch (KIT) day, to revisit plans, share updates, and discuss a plan of support upon return.

• Conversation 3: Return-to-Work Discussion

A more detailed conversation shortly before or just after the return to work, to confirm what support is needed, and discuss and agree on relevant practical arrangements (e.g. breaks, facilities, flexible working hours). A follow-up check-in a few weeks later is also recommended, once the employee has had time to settle back into work and establish a routine with their child.

2. Place

It is crucial that conversations about breastfeeding and expressing milk at work maintain a degree of formality. This formal setting helps clarify the context and the support available, enabling employees to understand their options or request additional help as needed. Rather than a casual chat in the corridor, these discussions should take place in a designated office or meeting room. To ensure these conversations are properly documented it is good practice to produce a summary of the key points discussed and share those with the employee. This record not only confirms that the conversation took place but also serves as a reference for any agreed-upon actions or support measures.

3. Participants

It is essential that the conversation about breastfeeding and expressing milk is led by someone with line management or HR responsibilities. However, the line manager may not always be the best fit for this conversation, particularly if they are male or if their experiences and perspectives differ significantly from those of the returning mother. In such instances, an HR representative or a specially designated ‘buddy’ or a mentor could provide a more suitable alternative for these discussions. Additionally, maintaining a record of these conversations is beneficial; this can ensure that the discussions are recognised formally and helps returning employees articulate follow-up actions effectively, such as addressing specific needs with their line manager.

4. Tools

To facilitate meaningful conversations between line managers and employees, it is crucial to equip both parties with the appropriate tools and language. These tools can include a comprehensive workplace policy on breastfeeding and expressing milk, a checklist derived from this policy to guide discussions, and designated contact persons who serve as a trustworthy, empathetic and reliable person. Additionally, developing a flexible plan that is mutually agreed upon by the line manager and the employee can ensure that both parties have a clear framework within which to proceed.

5. Contents

The content or ‘what’ is discussed will differ according to the point of time and the specific needs of employees and employers as well as the context of the workplace. Here are some suggestions of the kind of topics that could be raised at each conversation point:

Conversation 1: Pre-Maternity Leave Planning Timing:

Timing: Ideally during a pre-leave planning meeting
Purpose: Introduce the topic of return to work and infant feeding plans in a supportive, informative, and open manner.

Recommended Content

1. Inform: Share legal requirements and any workplace policies or support available regarding breastfeeding, expressing milk, or infant feeding more broadly.
2. Invite discussion: Ask about the employee’s current plans or preferences related to infant feeding after maternity leave.
3. Explain: Offer to show the designated space for expressing or breastfeeding, explaining how it works, and discussing any potential constraints and how these might be addressed.
4. Reassure: Make clear that this is an open and ongoing conversation, and it’s perfectly normal for plans to change. Reiterate that the topic can be revisited during a KIT day or at any point.
5. Signpost support: Identify others the employee can speak to for additional support, this might include a HR representative, or someone from an employee parent network, if available.
6. Keep a record: Document the conversation in a simple, agreed format to help track plans and commitments. Share the record with the employee.

Suggested Conversation Starters:

• Have you given any thought to infant feeding after maternity leave? There’s no pressure…It’s completely normal not to have a fixed plan at this stage, we can check in again during maternity leave or a KIT day…
• We have some support and facilities available if you decide to continue breastfeeding. Would it be helpful if I tell you more about that?

Conversation 2: During Maternity Leave

Timing: Ideally midway through maternity leave or in connection with a KIT day
Purpose: Revisit infant feeding plans, offer support, and begin a conversation about practical items in relation to return to work.

Recommended Content

1. Check in on plans: Ask whether the employee has decided how they plan to feed their child upon returning to work. Remain flexible as plans may have changed or still be changing
2. Review support options: Summarise what support is available, including facilities, flexible working, and any relevant policies. Be transparent about what flexibility is possible and any implications (e.g., pay, workload).
3. Offer a ‘site visit’: Invite the employee to visit the designated space (if they have not done it already) and explain how it works. Ask if they have any concerns or questions about privacy, cleanliness, or storage.
4. Begin planning: Discuss a preliminary plan for returning to work; this might include expressing breaks, shift adjustments, or preferred working patterns.
5. Document the discussion: Keep a simple record of what was discussed and agreed upon and share it with the employee to ensure clarity.

Suggested Conversation Starters

• Have your feeding plans become perhaps clearer now? What are you thinking in terms of how that might work with returning to work?
• Let me tell you more about the support we offer…
• Would you like to come in for a KIT day and look at the space we have available for expressing or feeding?
• Tell me what a good return to work might look like from your perspective so that we can explore how to facilitate your return; we can always adjust closer to the time.

Conversation 3: At the Return to Work

Timing: On or shortly after the employee’s first days back
Purpose: Put agreed plans into action, check how things are going, and make any necessary adjustments.

Recommended Content

1. Review the plan: Revisit the arrangements discussed prior to the return. If the situation has not changed, focus on implementation and monitoring. If it has, make adjustments accordingly.
2. Invite updates: Acknowledge that infant feeding routines often change; ask the employee whether any part of the plan needs to be revised.
3. Check in: Ask how the employee is doing, both mentally and physically. Returning to work while continuing to breastfeed can be a significant and challenging transition.
4. Ensure privacy and support: Make sure other team members are aware (without disclosing personal information) that the designated space is in use and must be respected to ensure the employee’s privacy.
5. Document and follow up: Keep a simple record of the conversation and agreed actions and schedule a follow-up check-in to revisit how things are working.

Suggested Conversation Starters

• How are you doing both at work and more generally?
• Is the feeding routine working out as planned?
• Have there been any changes to your original plan that we should take into account?
• Is the space meeting your needs, or is there anything we can improve?
• Would you find it helpful to speak with someone else who has navigated this before perhaps a peer or buddy?