Your graphic designer has just handed in their leave form. Whether it’s parental leave, long service leave, or an extended break, one thing is certain: the design work doesn’t stop while they’re away.
For many organisations, an in-house designer is a one-person department. When that person leaves, even temporarily, it can create a real gap. Today we’ll cover your options, what to look for, and how to make the transition as smooth as possible.
First, work out what you actually need covered
Before you do anything, take stock of what your designer actually handles day to day. It’s often more than people realise.
Common tasks to audit:
- Social media graphics and digital content
- Print collateral: flyers, brochures, signage
- Internal communications and reports
- Email templates and newsletters
- Presentations and proposal documents
- Ad creative and campaign assets
- Website updates and development
- Content creation, blogs, SEO optimised
Once you know the scope, you’ll have a much clearer picture of the kind of cover you need and for how long.
Understand your options
There are a few ways organisations typically handle design cover. Each has its trade-offs.
Leave it until later. Some teams try to hold off non-urgent work until the designer returns. This works for a short absence, but anything longer than a few weeks and the backlog becomes a problem.
Ask another team member to fill in. Unless you have another designer on staff, this usually means asking a marketing coordinator or communications manager to stretch beyond their skills. The results are often inconsistent, and it adds pressure to someone already managing their own workload.
Use a recruitment agency. Agencies can source temporary design staff, but they charge a finder’s fee on top of the contractor’s rate. There’s also a lead time involved in sourcing, interviewing, and onboarding someone new.
Engage a freelance designer directly. This is often the fastest and most cost-effective option. A good freelance designer with experience in leave cover can step into your existing workflows, work from your brand guidelines, and get up to speed quickly, without the agency markup.
What to look for in a leave cover designer
Not all freelancers are the same. For leave cover specifically, you want someone who:
Has experience working in-house environments. Stepping into an established brand and workflow is different from starting a project from scratch. Look for someone who’s done it before.
Can hit the ground running. You don’t have weeks to onboard someone. A designer with broad experience across industries and tools will adapt quickly.
Is easy to communicate with. When your designer is away, you need someone reliable and responsive. Clear communication matters as much as technical skill.
Understands brand consistency. The goal isn’t to put their stamp on things. It’s to maintain the quality and consistency your audience already expects.
Get organised before the handover
The smoother the handover, the easier the cover period will be. Before your designer leaves, make sure the following are in order:
- Brand guidelines are up to date and accessible
- File storage is organised and clearly named
- Templates are saved and labelled
- Active projects have clear briefs and status notes
- Software subscriptions and access are transferable or shareable
A well-organised handover saves everyone time and protects the quality of your brand while your designer is away.
Plan ahead if you can
If you know leave is coming up, start looking for cover at least four to six weeks out. Good freelancers book up, and giving yourself lead time means you can find the right fit rather than taking the first available option.
That said, if you’ve already been caught short, don’t panic. Experienced leave cover designers are used to stepping in quickly when needed.
We specialise in graphic designer leave cover
At The Yard Creative, we provide graphic designer leave cover for organisations across Newcastle and NSW when their in-house designer is on leave. With over 20 years of experience across councils, professional services, and not-for-profits, we’re used to slotting into existing workflows quickly and keeping your brand on track.
No agency fees. No lengthy recruitment process. Just reliable design support at an hourly rate.
Contact Geri to learn more [email protected].