Bring a Box of Tissues, and Other Real-World Tips on Conducting Layoffs

A young Black woman leads her team in a project meeting

By

INTOO Staff Writer

Categories

For many managers, there is perhaps no task more difficult than informing an employee that his or her job has been eliminated.

Of course there are best practices we cover in our complete Layoff Notification Guide that help ensure a separation event can help all parties, and protect your brand. These range from the benefits you offer employees at the time of separation–like providing career coaching assistance through outplacement services–to ensuring they have all the proper paperwork to easily apply for unemployment insurance, enroll in COBRA to extend health coverage, etc.

But there are other tips which are harder to teach and skills developed through experience, which rely on the emotional intelligence of the HR manager, supervisor, and others, who will have a hand in molding the experience of an employee’s exit.

The title of this post begins with, “Bring a Box of Tissues,” not only because a tissue box is actually an often forgotten, but necessary item to have in a notification meeting, but also because it represents the importance of remaining calm, open, and authentic in the entire layoff and notification process. As employers, empathy remains our strongest tool, and we must appreciate and prepare for the emotional health of our employees.

Here are other real-world tips on conducting layoffs:  

  • Employee notifications should be conducted in person. Typically, the employee’s immediate supervisor or the department manager conducts the notification meeting. Do not have someone who the employee does not know or has never spoken with conduct the meeting.
  • Don’t engage in small talk, get to the point. Deliver the message directly but compassionately and allow the employee time to read the written notice of layoff you will give them during this meeting.
  • Stay with your script and remain calm. Straightforward, clear explanations are important.
  • Give the employee some background that helps explain why this decision is necessary.
  • Do not make comments or over-explain the decision. Despite good intentions, diverting from the message could unintentionally compromise the decision. Stay away from discussions that could confuse the primary message.
  • Be sensitive to the employee’s situation, but also be direct and firm. Make sure that the employee knows the decision is final and is non-negotiable.
  • Don’t blame others for the actions being taken.
  • Don’t become defensive, argumentative or confrontational. Do not try to critique the decision that has been made.
  • Be sensitive to the employee’s response. Hearing the employee does not mean you agree with them.
  • Tell the employee how much you appreciate the work they have done and recognize their contributions.
  • Allow the employee to ask questions and let them know they can come back to you with questions later if needed; it sometimes takes time for the employee to process what they’ve been told.
  • Listen carefully and, after the meeting, document anything that could lead to a potential problem. Consult with Human Resources, if appropriate.
  • Offer support and encouragement and treat separating employees with respect.
    • Encourage the employee to contact all resources available to assist in transitioning.
    • Be available in the following days to meet with the employee if they have questions.
    • Be understanding of the employee’s position and emotions.
    • Focus the employee on the next steps in his or her career.

Keep the Meeting Professional

  • Listen to the employee and exhibit empathy; pay attention to their cues. Some employees may want to ask questions, while others may just want to get the information and leave.
  • Avoid negative body language: Gestures such as repeatedly looking away, folding your arms in a closed posture, or checking your watch could be misconstrued as being uncaring or unconcerned for the employee’s well‐being.
  • Keep the meeting focused on imparting the information needed, emphasizing the various benefits and services available to the employee. Do not engage in arguments with the employee or seek to provide unnecessary justification for this action.
  • If necessary, allow the employee a reasonable amount of time to compose themselves before having to face colleagues.

Problems that May Occur in the Meeting

The employee may:

  • Become resistant, defensive and/or threatening, want to plead their case, or bargain for another opportunity
  • Want to speak with a decision-maker
  • Ask “Why me?” questions
  • Threaten a lawsuit or other formal action such as a retaliation complaint
  • Get personally upset with the manager
  • Try to make the issue personal or about performance
  • Argue about a person being retained whom they believe is less capable, has less seniority, etc.
  • List the repercussions cascading from the job loss
  • Break down emotionally
  • Go into a state of shock and denial over what is happening

Learn how to address these reactions in our post, How to Handle Employees’ Emotional Reactions During Layoffs: Anger, Silence, Denial, Threats

Don’t miss an important step in your Reduction in Force process. Download our Reduction In Force (RIF) Checklist

One important step in the RIF process is offering outplacement. Intoo helps employers protect employer brand and do right by their workforce by transitioning employees to land their next job 2.5 times faster than the national average time it takes to find employment. Designed for employees of all levels, industries, and backgrounds, Intoo’s coaching-first, award-winning online platform accelerates career transition by connecting candidates with career coaches faster and by providing personalized guidance for each individual. Learn more by scheduling a demo.

INTOO Staff Writer

INTOO staff writers come from diverse backgrounds and have extensive experience writing about topics that matter to the HR and business communities, including outplacement, layoffs, career development, internal mobility, candidate experience, succession planning, talent acquisition, and more.

Learn how to effectively build and transition your workforce.

Latest Posts

What Are High-Potential Employees?
What Are High-Potential Employees?

High-potential employees (HIPOs) are your company's future leaders. They're the individuals who excel in their current roles but have the drive and ability to take on much more. They have a strong desire and insatiable taste for growth. Imagine employees consistently...

Company Acquisitions and Mergers: Definition, Differences, and Examples
Company Acquisitions and Mergers: Definition, Differences, and Examples

Company acquisitions and mergers: is a merger the same thing as an acquisition? Surprisingly, although the two terms are frequently paired, each process means something slightly different.  What Is a Merger vs. Acquisition in Business? A merger requires two companies...

What Is a Leadership Development Strategy?
What Is a Leadership Development Strategy?

A leadership development strategy outlines a systematic approach to nurturing and enhancing the skills, qualities, and behaviors essential for effective leadership within an organization. It involves identifying current and future leaders, assessing their strengths...

What Are Professional Development Goals? 12 Real-World Examples
What Are Professional Development Goals? 12 Real-World Examples

Personal growth is important for all employees, regardless of industry or position. However, no job can teach people all the skills needed to become well-rounded professionals. Knowing how to actively seek out opportunities to help you grow as a leader is a valuable...

11 Ways to Improve Employee Morale
11 Ways to Improve Employee Morale

The way your professionals feel about their jobs can affect their productivity and quality of work. Businesses may find themselves struggling to maintain high motivation among their employees and it can be challenging to determine how to boost employees’ morale. We've...

How to Encourage a Growth Mindset at Work
How to Encourage a Growth Mindset at Work

Today's business landscape is constantly changing, so the ability to adapt, learn, and grow is paramount for both individual and organizational success. A growth mindset—one that embraces challenges, looks at failures as growth opportunities, and believes in the power...

Employer Branding Strategies Throughout the Employee Lifecycle
Employer Branding Strategies Throughout the Employee Lifecycle

Every interaction a potential or existing employee has with you is an opportunity to strengthen your brand—or weaken it. Which direction it takes is based on how your organization treats the relationship as a whole. The employer-employee relationship is based not only...

Subscribe to our newsletter!

Learn about career solutions and trends that matter to the HR community.