Flexing your leadership style - effective communication

Although the message is unpleasant, it is crucial to plan for effective communication with layoff victims.

Additionally, it is difficult for the messenger. The most crucial things I’ll think about when communicating this message are how to do it, how to put the message’s elements together, what to do before trimming, how to plan and execute the information, how to behave at the notification meeting, and how to follow up.

When planning for layoffs, effective communication is crucial.

Although hearing about layoffs is unpleasant, employees must be informed honestly and directly by the top executives of the business. They should not get the information through rumors. Informing the work force that they are going to lose their jobs is a difficult exercise. However, they must get the information. The person in charge of communication like myself may feel anxious and guilty of implementing such a decision. However, such feelings are normal. Handling the affected individuals with compassion and humanity will make the situation easy to complete for the two parties.

How to communicate the message

Communication is fundamental to a successful layoff procedure. In this case, the business line I manage has been sold, and my department is in a situation where the employees must lose their jobs. With the aid of the human resource management office, the following are important points to take into consideration.

Assembling the talking points

Preparing the talking points is critical as it will assist me in developing communications with various affected groups. The talking point document is a precise distillation of the reasons behind the discharge. The talking point document is important as it will guide me through all the main point of the meeting. The listed points will ensure that all affected employees have all the information and that the message passed across is consistent.

Before sharing the downsizing message

First, I will plan my communication promptly. A good plan allows effective communication of the impending retrenchment. I will prepare a formal discussion paper with a list of issues I will be communicating with my junior colleagues. Secondly, I will carry out the communication early before the eventual retrenchment. Early communication is fundamental, and I will keep them updated on the progress of the sell-out exercise.

I, together with the human resource office should pass across the message honestly and openly. This will make the employees ready for the eventual sacking. Further, it will assist them to prepare for life after final termination of their tenure including searching for jobs in other firms or starting their small businesses.

Planning for and carrying out a layoff announcement meeting

The aims of this session are twofold; first, to inform the affected staffs that their contracts will be terminated and that soon they will leave the company. Secondly, to share the information in a respectable and dignified manner, thus keeping the staff members hopeful and start the transition processes with positive energy. Besides, I will be aware that the separation process can get emotional and I should be ready for the situation. The sensitive nature of the meeting will spark some questions which I need to be willing to give answers.

During the notification assembly

I will be present at the meeting and announce in person. It will be imprudent to let someone else within the leadership ranks that the employees have little or no contact with break the news. The notification meeting is the best time the employees should communicate with someone they have always worked closely with and have shared various issues about their duties. Engaging in a small talk is unnecessary; rather, as the manager of the affected business line, I will deliver the message directly and with kindness and give the employees adequate time to go through the written layoff letters given during the gathering.

Conclusion

In conclusion, it is necessary for the remaining staff to know the reasons for the actions implemented. I have to understand that individuals have lost friends in addition to being workmates. I will work hard to get the remaining people integrate well and get refocused to their daily responsibilities. Lastly, I must appreciate the support the working staff offered me as the business line manager.

Reference

Aggerholm, H. J. K. (2008, June). Organizational communication in times of downsizing: an explorative study among Danish corporations. In Proceedings of the Conference on Corporate Communication (pp. 6-9).