One of the Toughest Things Ever

In a recent discussion a senior manager shared with me the first time she had to let someone go.

It was not an easy decision. It never is.

And if it is, then perhaps you need to re-consider your position as a manager... That's my view at least.

You see - you can do all the necessary preparation. Everyone has clarity on KPAs and requirements. You have worked with your person and tried to help them and coach them as much as possible. You have engaged with HR and your direct leader to evaluate the situation and options.

And despite all of this - the best next decision is to part ways.

And THAT is a conversation that no one with a shred of empathy in their veins look forward to.

Let's ask the ChatBot

I decided to test how well a Chatbot, specifically ChatGPT, might be able to support a manager and help them prepare for the conversation and below I share the summary of that conversation:

The Prompt

I created the following prompt:

A manager is having her first conversation this afternoon with an employee who is not performing to expectation and the decision has been made to terminate - it's not working out. 

She is not looking forward to the conversation - both because it is a tough thing to tell anyone. But also, because there is always the possibility of things getting rough from the employee's side - which is understandable. 

What are the best tips we can help her with - both in terms of how to handle the message and the conversation, and also how to handle any escalating emotions? Some specific examples of phrases might be helpful.        

The key elements here are:

• First, context - what is this about and what should be known. I added some info about the manager's trepidation and reasons for feeling that way,
• Then, what information am I looking for from the ChatBot? And...
• What do we want to do with it.
• Additionally, I added a specific request to provide some examples of phrases and responses.

The Response:

The Chatbot response centered around these 4 elements:

• Preparation: Key things to do and consider before the discussion takes places,
• Delivering the Message: Guidance and examples were provided to deliver the message in a professional, yet empathetic manner,
• Handling Emotions: Specific examples were provided to assist the manager to handle escalations emotions in a manner that preserves the professional nature of the conversation without becoming personal,
• Follow Up: Specific tips on actions to take after the conversation.

Further Considerations:

Now, as with any ChatBot, the first response is a good one, but it has not been reviewed or considered for potential improvement.

It is always a good idea to have the ChatBot review its own work and perhaps provide additional guidance or insights - which is what I then asked for:

Excellent and thank you - consider the response you provided above and the guidance provided to the manager. Is there anything else the manager should consider, both ito the conversation, the work after the conversation and her own well being?        

The additional points do indeed add more value to the output and can be summarized as follows:

• Additional Considerations: Guidance was shared about selecting a private, neutral environment if the conversation is held in person, to have the discussion early in the day and week and to have an HR person in the meeting if at all possible,
• More Post Conversation Work: Here the ChatBot advised on making sure communication to the team is done in a respectful and professional manner that you must ensure a clear plan to re-distribute work,
• Manager's Well-Being: Guidance to the manager not to underestimate the emotional toll such a conversation might have, to talk to a leader or HR support if needed, and
• Reflection: On the full situation and to take any learning possible forward.

What's Your View?

Given the guidance and information shared by the ChatBot, I'm curious about your view of what the Chatbot got right and what it got wrong?

Please share your view and thoughts in the comments.

Tutoring Services

If you want to have a clearer understanding how you can use a ChatBot for personal and professional everyday situations, I provide tutoring services for individuals or teams and would be happy to help you or your team get comfortable and effective using these impressive tools.

Best Wishes

Johan