Knowhow: Difficult Conversations | Tips for informing someone they no longer have a job
Telling someone that they don't have a job any more isn't something they teach you in business school. It's a skill you pick up on the job. If you've never done it before, or if you need to brush up on the procedure, here are a few tips to help you get started.
Deliver The Message
There is no nice way to deliver the bad news. So be sympathetic, but businesslike. Deliver the news in person and do it in private. No e-mail layoffs and no group layoffs. Call the person and ask if you could have a word with him or her. Bring the person into neutral territory, perhaps a conference room. Avoid idle conversation. Invite the person to sit down. Make eye contact and get to the point quickly by saying something simple like: “Pat, I have difficult news. Your position has been eliminated and you are being laid off.”
Next, give an explanation and emphasize that the decision is final. Be sure to give the effective date and time of the termination and don’t be afraid to show some empathy. Lean toward the person and say, “I’m so sorry.” But don’t forget to deliver the written termination notice.
Handle The Reaction
Give the person a moment to look over the notification letter. Wait for a reaction. Most reactions come in five steps:
Denial: “I don’t believe this. Are you kidding?” In this case, show some sympathy but reassure the person that the layoff is real.
Bargaining: “Can’t you give me a few more weeks?” Be firm. Explain that it’s best if they accept the change today.
Anger: “After all that I’ve done for this company...” Let the person vent. Don’t argue or try to justify the layoff. Just listen. Most people simply want to be heard. The anger should fade away after a few minutes. If, however, you suspect that someone might react violently, speak to a psychologist who specializes in workplace issues before meeting with that person.
Depression: This stage is often marked by silence or weeping. Show a little empathy and feed their need for hope. You might mention that this might be a great time to pursue their dream job, change careers or even start their own business.
Acceptance: “Okay, now what?” This is the final stage in the reaction. The person has accepted that the layoff is real, unavoidable, and now they’re looking for some direction.
Shift The Conversation
Shift the conversation away from the person’s job loss and onto the positive details of your separation folder. Try to assemble the best separation folder you can. People are less apt to become resentful and retaliate if they think you treated them fairly.
Things to include in your separation folder might include a final paycheck. Most states have specific rules regarding final paychecks, payments for unused vacation and other obligations. Speak with your human resource specialist.
You may also include information about severance payments, which are optional unless they are part of an employment agreement. However, it’s not uncommon to give one week’s wage for each year of service.
It’s also helpful to provide information about unemployment insurance. Contact your state’s unemployment insurance office for literature on eligibility rules and how your employees can sign up.
Other pertinent information to include in a separation folder includes COBRA health insurance literature, retirement or pension rollover information, job search information and personal financial planning information, such as debt counseling literature.
One legal point to keep in mind: Labor laws differ from state to state. Labor laws can also change over time. Always review your layoff plans with a qualified attorney before implementing them.
Harry Dahlstrom is the author of “Surviving A Layoff,” and a resident of Holliston. He can be reached at harry@dahlstromco.com.
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