Announcing redundancies is challenging both for managers and employees. If poorly handled, it can have lasting negative effects on individuals, the remaining workforce and the organisation. Read on for best practice advice on how to tell people their role is redundant in a redundancy notification meeting.
The manager’s role
When delivering redundancy news in a notification meeting, your goal is to minimise distress by:
- delivering the message clearly and professionally.
- staying calm and composed.
- respecting the person.
- supporting remaining staff after the announcement.
Preparing for the redundancy meeting
Think about how you would want to be treated in such a situation, and set clear goals for the redundancy notification process. For example:
- What impression do you want the employee to leave with?
- What should they understand about the decision?
Create key messages to explain why the role has been made redundant. Stick to the agreed corporate position and avoid personal interpretations. Practise delivering your messages or even write a redundancy meeting script so you feel prepared.
What to say in the redundancy notification meeting
1. Introduction
Start professionally and get straight to the point. Use a compassionate transition such as, “I’m sorry to give you this news.”
2. Reason for the redundancy
Explain the business reasons behind the decision. Emphasise that it is the position being retrenched, not the person.
3. Information and support
Provide information about severance, notice periods and support such as outplacement services.
4. Answer questions
Be ready for questions like “Why me?” or “What happens to my projects?” Respond with empathy but stick to the facts.
5. Separation procedure
Discuss formalities like returning company property, IT and security measures.
6. What happens next
Inform them of what will occur after the meeting, such as whether they can return to their desk or need to leave the premises immediately. Advise them if an outplacement consultant is available to start their career transition.
Manage the redundancy meeting logistics
Timing
Ideally schedule redundancy notification meetings during the week, early or late in the day. Avoid Fridays or before public holidays so employees can contact recruiters or potential employers
Length
Allow sufficient time but keep to the point. If you are scheduling multiple meetings, aim to keep each one to 30 minutes with a short buffer period so you can have a break before the next meeting.
Location
Choose a private, quiet room to ensure confidentiality. If meeting offsite, ensure the location is suitable for a sensitive conversation.
Numbers
You may want to tell employees as a group if there are multiple redundancies. However, a group meeting can exacerbate negative reactions so it is best to speak to people individually.
Paperwork
Bring details about the severance package and liaise with your HR representative to ensure you meet all legal and corporate requirements. Provide employees with career transition information to read later.
Support
If you think you may be the focus of the individual’s anger, have a senior colleague or HR representative sit in the meeting.
During the meeting
Stay on message by sticking to your script. Speak clearly, communicate at a calm and steady pace, and keep things brief. It’s natural to feel anxious and sad when telling someone their role is redundant. You may feel guilty or relieved that your role is ‘safe’, however remember the focus should be on supporting the impacted employee.
Stay neutral and remain professional but be compassionate and respectful of how difficult it may be for them. Allow them time to process the information and express their feelings then move on to practical issues. Avoid trying to reassure them with statements like “You’ll find another job easily.”
How people may react when you tell them their role is redundant
Shock and denial
Employees may say things like, “I don’t believe you,” or “This can’t be happening.” Check their understanding and repeat key points if necessary.
Distress and panic
If the employee becomes upset, listen empathetically and acknowledge their feelings without offering false hope.
Anger and aggression
Employees may express their frustration aggressively. Remain calm and avoid engaging in arguments. Stop the meeting if the situation feels unsafe.
Bargaining
Some employees may try to negotiate alternatives, such as taking a pay cut. Reinforce that the decision is final.
Blame and misdirection
Some employees may look for an alternative reason to justify the decision, or suggest a colleague’s role may be a better candidate for redundancy. Avoid linking the redundancy to any other issues or individuals.
Flight
If the employee storms out before you give them all the information, try to get them to stay but do not try to physically restrain them.
Calm
Although the person appears to have everything under control, they may be in denial or shock and responding in a socially acceptable manner. Ensure they understand what was said and inform them of any outplacement support available to them.
After the meeting
Remaining staff
After you tell people their role is redundant, your remaining staff will likely have concerns. Be visible and approachable, answering questions where possible. Hold team meetings to explain the reasons for the changes and reduce the spread of misinformation.
In the days following the redundancy announcement, be mindful of ‘survivor syndrome‘ where remaining employees feel anxious or guilty about keeping their jobs. Open communication and support can help ease these feelings.
Impacted employee
If they leave the workplace immediately, follow up after a couple of days. Send them the details of outplacement support and make sure they know how to access it.
If they’re staying for a period of time, support them in their exit. Encourage them to organise their initial meeting with their outplacement coach as soon as possible to get their career transition started.
What to remember when you tell people their role is redundant
Telling someone their role is redundant is never easy, but following these guidelines can help make the process more constructive for everyone involved. By preparing carefully, delivering the message with empathy and providing support, you can manage the redundancy process in a way that maintains the employee’s dignity and protects your organisation’s values.
Disclaimer: This article is for general guidance only. It has been prepared without taking into account your own situation or needs. Glide Outplacement Australia disclaims all and any guarantees, undertakings and warranties, expressed or implied, and shall not be liable for any loss or damage whatsoever arising out of or in connection with any use or reliance on this information. The user must accept sole responsibility associated with the use of the information, irrespective of the purpose for which such use or results are applied. The information is no substitute for legal or financial advice.
Notification Meetings – How to Announce Redundancies
This article is an excerpt from our comprehensive guide Notification Meetings – How to Announce Redundancies.
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For more information about redundancy processes, download a free copy of the Redundancy Checklist – a guide for HR managers and employers. This good practice guide recommends a series of steps to making roles redundant.