A key person is out for months. Who does their work?

Sick leave comes without warning. Parental leave is known a year in advance, and yet the replacement is named in the final week. The result is the same: one person’s work is divided among those who already have a full week.

When does it make sense to source a replacement from outside the organization?

The absence has an end date. That’s why it doesn’t make sense to recruit a permanent hire—instead, bring in someone who knows the role from day one and leaves as agreed when your own person returns.

An external replacement makes sense in three cases: the absence lasts over two months, the role includes accountability to the board or funders, or covering it would mean someone doing two jobs. A short routine absence can be divided internally.

The practical question is this: is there anything in the role that can’t wait until the return date? Month-end close can’t wait. Payroll can’t wait. A customer delivery promise can’t wait.

Most common situations

These four scenarios recur in companies with €10–100 million in revenue, where each function has one person responsible.

Long sick leave

The news comes mid-week, and no one knows the return date. The replacement must start quickly and be able to hand the role back just as quickly.

Parental leave

The date is known months in advance. Yet the replacement is often only arranged in the final week, leaving no time for onboarding.

Notice period

The departing employee is still in the building but already looking ahead. It’s worth deciding what they do with the remaining time and who takes responsibility now.

Key person resigned: checklist →

Sabbatical or study leave

An agreed break for which you don’t want to hire anyone permanently. The replacement is easiest to handle as a fixed-term assignment.

Three ways to handle a replacement

MethodWorks whenRisk
Work is divided among the teamThe absence is short and the work is routineTwo jobs for one person. Mistakes and fatigue only show up later
Internal replacement is temporarily promotedThere’s someone in the organization ready for the next roleTheir own work goes undone, and returning to the former role is difficult
Interim manager as replacementThe absence lasts months and the role involves external responsibilityCosts more per day than an internal arrangement

What does the replacement do during the first 90 days?

Days 1–14

Focus: Taking control of the role’s responsibilities, systems, and pending matters. Getting to know the team and key stakeholders.

Result: Nothing is left waiting for the absent person’s return.

Days 15–60

Focus: The role’s normal work: reporting, decisions, negotiations, and ongoing projects.

Result: Daily operations run so smoothly that customers or the board don’t notice the absence.

Days 61–90

Focus: Documentation and preparation for the return. What changed during the absence and what the returning person needs to know.

Result: Your own person returns to a role that is in order.

What our clients say

“This was our first interim assignment and, all in all, a very positive experience.”

Three questions that settle the matter

  1. How many weeks will the absence last? Under six weeks is usually handled in-house.
  2. What happens in the role during those weeks? If the list includes a month-end close, payroll run, board meeting, or client negotiation, they won’t wait.
  3. Who does the replacement’s own work? If the answer is “the same person,” the solution isn’t a solution.

Waiting rarely costs all at once. It costs in delayed reports, drawn-out decisions, and a tired team, and the bill only comes later, when your person has already returned.

How to engage a replacement

Tell us about your situation

We will go through it in about half an hour. The assessment is free of charge and does not commit you to anything.

Proposal in 48 hours

You'll typically receive 2–4 carefully selected candidates with justifications within 48 hours. Not a long list of "just-okay" names.

The work starts

You meet the candidates and decide for yourself. A start is possible as early as next week.

Frequently Asked Questions

You’ll receive a proposal typically within 48 hours: 2–4 carefully selected candidates. You meet them and can decide on a start date as early as next week.

The duration is agreed upon according to the situation and can be extended or shortened. The assignment can be full-time or part-time.

Yes. In Cherry’s Pinterim model, the interim period also serves as a probationary period. Cherry Pinterim →

You only pay for days worked, and billing occurs once a month. The price depends on the complexity of the task and the workload. We will provide this after a free assessment. What does the cost consist of →

Read more about replacements

Is it actually a different situation?

Who is out and for how long? Tell us about your situation.

A free assessment takes about half an hour. After that, you will know what kind of expert suits your situation, when they can start, and what it will cost.

In a hurry? Call any of us directly.

Are you an interim manager yourself? Apply for the Cherry Pool →