How to Effectively Communicate Changes to Employees
Change isn’t always easy in the workplace. Communication is key to maintaining good relationships with employees.
Today’s fast-paced business environment means that companies are constantly facing difficult decisions and making unexpected changes. Especially when it comes to their workforce. Even sectors that were once thought of as incredibly lucrative like the tech industry are not immune to this. A recent report from UKTN revealed that more than half of tech workers in the UK are preparing for layoffs as the world witnesses a global downturn in the industry.
With all the anxiety around layoffs, it’s more important than ever that employers reassure their employees and create a sense of security for them in their current roles. If changes are needed, then they should get communicated clearly and transparently to maintain trust in the company. If this isn’t the case, morale may suffer and productivity will take a nosedive.
But how do you go about communicating a change in the most effective, transparent way? Following these practices will put you in good stead to communicate changes effectively to your employees.
Be Honest And Transparent
Use straightforward language when communicating any kind of change, especially when it comes to layoffs. If you use fancy jargon or try to put a spin on your message, this might confuse your employees. Or it may make it look like you’re trying to hide something. Trust your employees with the truth and don’t try to sugarcoat or soften any blows.
For instance, if your company is planning a merger, then explain the reasons behind the decision. Be transparent about the company’s financial situation and why the merger would benefit the business.
If significant changes are taking place within the wider industry in which your company operates, consider having a debriefing about the effects of these changes with your employees. Doing this could help them to understand where your company stands amidst the uncertainty.
If your employees have concerns about layoffs, you could ease their worries by clearly communicating what the company is doing to avoid them. Whether this is through auditing your spending in other areas, introducing a cross-training program, implementing remote work, or putting raises on hold, tell your employees what you’re doing to help them keep their jobs.
Be Empathetic When Communicating Changes
Losing a job is a stressful and scary prospect for most people, so you should take this into account when communicating layoffs.
You can communicate layoffs empathetically by:
- Acknowledging the emotions of your employees. Let them know that what they feel is valid and that you’re there to listen to their concerns.
- Not being dismissive or insensitive. The worst thing you could do is rush your announcement of layoffs because you’re busy or pressed for time. Treat your employee with respect in this process and express gratitude for what they’ve contributed to the company.
- Offering support for them moving forward. Whether that support is providing information about job placement services, recommending a counselling service, or offering a great reference letter for future job applications, it will go a long way in showing your employee that you care about them.
At the end of the day, you need to treat your employees with the respect and courtesy they deserve. They’re not just another number and they will have questions about the process and the future.
Communicate The Details
Don’t simply say “We’re going to have to let you go”. Rather, provide your employees with as much detail about the situation as possible.
The details should include information about the criteria that you used to select who was going to get laid off. Was the decision merit-based or more of a last-in-first-out approach? Doing this will ensure that your employees understand that your decision was fair and equitable. Providing details can also ensure compliance on the part of your laid-off employee/s who may otherwise have thought that they had been short-changed.
Providing details during layoffs allows for a smoother transition for everyone involved in the company. Especially for your remaining employees who may have been left wondering whether they were next on the chopping block.
Use Multiple Communication Channels
Your main priority during changes is to reduce miscommunication and misunderstandings. Communicating openly and honestly through various channels with your employees is one way of doing this.
Make sure that you communicate through channels that are accessible to your employees, whether this is through a company-wide announcement, in-person meeting, email, or another channel.
Using multiple channels of communication will ensure that the message is reiterated. It also has the benefit of allowing you to communicate information in a timely and effective manner, qualities that are crucial for handling stressful situations.
Fill In The Gaps
If you’ve had to lay off staff, you may have let people go who previously filled crucial roles within your organisation. For example, you may have had skilled safety officers or first aiders, or those who knew how specific software worked. Now, these gaps need filling and those left behind may be uncertain as to who will take over their responsibilities.
Once again, transparency is key. You’ll need to communicate the way forward and address any skills gaps. This may mean offering an upskilling program, sending staff for first aid training, or providing in-house assistance for learning how to use specific platforms or tools.
If your employees know what to expect, they can prepare themselves to acquire the necessary skills and move forward.
Be Prepared With A Plan
Employee layoffs can create a sense of unease and survivor’s guilt amongst those who remain on board. Research has found that 74% of employees that survived a layoff process saw a decline in their productivity, and 69% reported that the quality of their work had deteriorated. 61% of surviving employees also stated that they no longer saw the future of their company as bright. Additionally, many employees wondered how the company would move forward without those who were laid off and questioned their place within the organisation.
However, employees with managers that were approachable and open reported that they were more than 70% less likely to be less productive. They were also 65% less likely to see a deterioration in the quality of their work. This highlights exactly why communication truly is the key to success.
That’s why having a plan for communicating company changes effectively is essential—not only for those who you may need to lay off but for those who remain behind too.
Be Honest And Transparent
Use straightforward language when communicating any kind of change, especially when it comes to layoffs. If you use fancy jargon or try to put a spin on your message, this might confuse your employees. Or it may make it look like you’re trying to hide something. Trust your employees with the truth and don’t try to sugarcoat or soften any blows.
For instance, if your company is planning a merger, then explain the reasons behind the decision. Be transparent about the company’s financial situation and why the merger would benefit the business.
If significant changes are taking place within the wider industry in which your company operates, consider having a debriefing about the effects of these changes with your employees. Doing this could help them to understand where your company stands amidst the uncertainty.
If your employees have concerns about layoffs, you could ease their worries by clearly communicating what the company is doing to avoid them. Whether this is through auditing your spending in other areas, introducing a cross-training program, implementing remote work, or putting raises on hold, tell your employees what you’re doing to help them keep their jobs.