How can you effectively deliver bad news in the workplace?

1 Choose the right time and channel

The first step in delivering bad news is to choose the right time and channel for your message. You don't want to catch your audience off guard, interrupt their work, or make them feel embarrassed or defensive. Ideally, you should deliver bad news in person, or at least through a phone or video call, to show respect and sincerity. You should also avoid busy or stressful periods, such as Mondays, Fridays, or deadlines, and schedule a meeting in advance to prepare your audience.

2 Respect your audience's emotions

The second step in delivering bad news is to respect your audience's emotions and reactions. You should acknowledge that the news is unpleasant, disappointing, or upsetting, and express sympathy and support. You should also avoid blaming, criticizing, or minimizing the impact of the news, and instead focus on the facts and the reasons behind the decision. You should also anticipate some resistance, anger, or denial, and be ready to listen and respond calmly and professionally.

3 Align with your audience's goals

The third step in delivering bad news is to align with your audience's goals and interests. You should explain how the news relates to their work, their values, or their aspirations, and how it affects them personally or professionally. You should also highlight any positive aspects, opportunities, or benefits that the news may bring, or any alternatives or solutions that you can offer. You should also emphasize your shared vision, mission, or purpose, and how the news supports them.

4 Frame the news positively

The fourth step in delivering bad news is to frame the news positively and constructively. You should use positive or neutral language, avoid negative words or phrases, and emphasize what can be done rather than what can't. You should also avoid apologizing excessively, making excuses, or being defensive, and instead express confidence, optimism, and gratitude. You should also provide clear and specific expectations, actions, or next steps that your audience can follow.

5 Test your audience's understanding

The fifth step in delivering bad news is to test your audience's understanding and acceptance of the news. You should ask open-ended questions, invite feedback, or request confirmation to ensure that your message is clear, accurate, and complete. You should also address any questions, concerns, or objections that your audience may have, and provide additional information, clarification, or reassurance. You should also summarize the main points, outcomes, or implications of the news.

6 Follow up with your audience

The final step in delivering bad news is to follow up with your audience and monitor their progress and satisfaction. You should send a written confirmation, a thank-you note, or a reminder of the news and the agreed actions or steps. You should also check in regularly, offer assistance, or provide updates on the situation. You should also acknowledge any achievements, improvements, or feedback that your audience may have, and celebrate any successes or milestones.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?