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Notifying someone that they are going to be made redundant is acknowledged by many as the worst job in management. Although many managers find the process of redundancy difficult, employees deserve to be treated with respect and consideration throughout the process. This guide provides tips on how to make the communication of redundancy easier for yourself and the employee concerned.
Choose a Suitable Place for the Meeting
Arrange the meeting as soon as possible once the decision to consider redundancies has been taken. This can help to avoid rumors developing. Choose a suitable place to hold the meeting. The venue should be neutral, quiet and somewhere where you won’t be interrupted. Think about the timing. Try to avoid holding the meeting last thing on a Friday or before someone is about to go on holiday, so that you are able to support the employee afterwards. Allocate plenty of time for the meeting, so that it does not feel rushed.
Ensure You are Well Prepared
Give yourself plenty of time to plan and prepare for the meeting. Think about the format and the key points you need to cover. Make detailed notes and a plan for how you will conduct the meeting. Ensure you know:
- the business reason(s) for the redundancies
- details of the individual’s employment background and personal circumstances
- the selection criteria and how they were applied
- the process to be followed, including ‘next steps’ after the meeting
- the timescale to be followed
- specific details of the financial package and any support measures offered
Remember that redundancy can be an incredibly traumatic event for an individual, so treat them with respect and dignity. Each redundancy meeting will be different depending on the person and their individual circumstances. They are likely to feel upset and shocked, therefore an ability to recognize different responses and approach them sensitively is important. Be prepared for a range of emotional responses, including:
Have refreshments available, and consider taking a break if the employee becomes upset.
Practice Your Responses
Practice what you want to say beforehand, particularly if you are new to conducting redundancy meetings or feel anxious. Run through what you want to say with a colleague first, and consider using role-play to improve your skills and confidence in dealing with different situations. Think about possible employee responses in advance, and how you might react to these in an appropriate way.
Communicate the News Carefully
Communication of the news is very important. Deliver the news clearly and to the point – don’t waffle. Take things slowly, and avoid the temptation to rush through the meeting just because you might be feeling uncomfortable yourself. Consider the needs of the employee and allow plenty of time for the news to be digested and the opportunity to ask questions.
Convey Important Information in Writing
Give the employee any key details in writing. Remember that in a stressful or upsetting situation they are unlikely to remember everything that has been said. Prepare a letter confirming the date and reason(s) for redundancy, details of the support measures available and the financial package, and hand it to the employee at the meeting.
After the Meeting
Think about how the employee might be feeling immediately after the meeting. Is there someone that the employee can talk to such as a colleague or relative? Can they go straight home if they feel uncomfortable about returning to their desk or workplace? How will they be getting home? It may be a good idea to offer the opportunity for a follow-up meeting to address any concerns once the employee has had time to think things through in their own time.
