How do you share difficult information with employees?

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How do you share difficult information with employees? Whether it's a budget cut, a layoff, or a negative feedback, communicating bad news is one of the most challenging tasks for internal communicators. However, it's also one of the most important ones, as it can affect employee morale, trust, and engagement. In this article, we'll share some tips on how to share difficult information with employees in a clear, honest, and empathetic way.

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Serena Jweinat

1 Understand the impact

Before you share difficult information with employees, you need to understand how it will affect them and their work. What are their main concerns, questions, and emotions? How will the news impact their goals, roles, and relationships? How can you address their needs and expectations? By putting yourself in their shoes, you can anticipate their reactions and prepare your message accordingly.

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Serena Jweinat
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Expressing genuine empathy is key. Understand the emotional impact on employees, and acknowledge the challenges the news may pose for them.

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2 Plan your message

Once you understand the impact of the difficult information, you need to plan your message carefully. What is the main point you want to convey? What are the key facts and reasons behind the decision? What are the next steps and actions for the employees? How can you show your support and appreciation? Your message should be clear, concise, and consistent, avoiding jargon, ambiguity, and speculation.

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Serena Jweinat
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Anticipate and address likely questions and concerns, and provide context for the decision. This helps to minimize confusion and unwarranted speculation. Be sure to also offer avenues for employees to seek further information or support, whether through HR, counseling services, or designated representatives. And finally, ensure that all leaders and managers are aligned in their messaging. Consistent communication from leadership fosters trust.

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3 Choose the right channel

The next step is to choose the right channel to share difficult information with employees. Depending on the nature and urgency of the news, you may opt for different modes of communication, such as email, video, intranet, or face-to-face. However, as a general rule, you should always use the most direct and personal channel possible, especially for sensitive or emotional topics. This way, you can show your respect and empathy, and also allow for feedback and dialogue.

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Serena Jweinat
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Utilize various communication channels to ensure the news reaches all employees effectively. This prevents misinformation and allows for comprehensive coverage.

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4 Deliver with confidence

When it's time to deliver the difficult information, you need to do it with confidence and professionalism. Be honest and transparent, and don't hide or sugarcoat the truth. Explain the rationale and the implications of the news, and acknowledge the challenges and difficulties it may pose. At the same time, be positive and constructive, and highlight the opportunities and benefits it may bring. Express your gratitude and recognition for the employees' work and contribution, and offer your guidance and assistance.

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Natalia S.

Human Resources ? Internal Communications ? HR Project Management ? Recruitment
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What is important also is to inform with empathy and adapting your message according to the feedback you get from your audience. Pay attention to the non-verbal response you are getting and pursue with care. In my experience, starting with the positive - specially with people’s contribution on the first place - can help people to open up to what you must say.

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5 Listen and respond

After you share difficult information with employees, you need to listen and respond to their feedback and concerns. Be open and attentive, and show your empathy and understanding. Don't interrupt or argue, and don't take their reactions personally. Instead, validate their feelings and opinions, and address their questions and issues. Provide them with additional information and resources if needed, and reassure them of your commitment and support.

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6 Follow up and monitor

The last step is to follow up and monitor the effects of the difficult information on the employees and the organization. Communicate regularly and frequently, and update them on any changes or developments. Check in with them individually or in groups, and ask for their feedback and suggestions. Recognize their efforts and achievements, and celebrate their successes. Provide them with training and coaching if needed, and help them adapt and cope with the new situation.

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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?

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Serena Jweinat
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After the communication, conduct a post-mortem or debrief session. Assess feedback and learn from the experience. Adapt your approach for future communications.

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How do you share difficult information with employees?

1

2

3

4

5

6

7

1 Understand the impact

2 Plan your message

3 Choose the right channel

4 Deliver with confidence

5 Listen and respond

6 Follow up and monitor

7 Here’s what else to consider

Internal Communications

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How do you share difficult information with employees?

1

2

3

4

5

6

7

1 Understand the impact

2 Plan your message

3 Choose the right channel

4 Deliver with confidence

5 Listen and respond

6 Follow up and monitor

7 Here’s what else to consider

Internal Communications

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