Effective preparation is the foundation of a respectful and smooth redundancy process. Taking the time to plan and prepare ensures you can deliver the difficult news with clarity and compassion. Here’s a detailed breakdown of what to consider before the meeting:
Understand the process and messaging
- Familiarise yourself with your organisation’s redundancy policies, including relevant industrial agreements and legal obligations.
- Be clear on whether this meeting marks the beginning of a consultation process, the notification of a potential redundancy, or the confirmation of redundancy. Each requires a tailored approach.
- Prepare and rehearse your script. The words you choose can have a significant impact on the individual, so stick to the approved wording and avoid ad-libbing.
Prepare key information and choices
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Gather all relevant details, such as:
- Options available to the employee (e.g., working out a notice period or redeployment opportunities).
- Exact pay-out figures, leave entitlements, and termination documentation.
- Support resources like Employee Assistance Programs (EAPs) and outplacement services.
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If possible, offer employees some choices regarding logistics (e.g., whether they collect belongings personally or have them delivered) to give them a sense of control.
Rehearse and anticipate questions
- Practise the what you plan to say to ensure you deliver the message calmly and confidently.
- Be prepared to answer common employee questions, such as:
- “Why was I chosen?”
- “What alternatives are available?”
- “What happens next?”
- Having immediate, clear answers can help ease the stress of the situation.
Choose an appropriate time and place
- Select a private, distraction-free location where the employee can process the news without interruption. Avoid glass-walled meeting rooms or busy spaces.
- Schedule the meeting at a time when employees can access external support (e.g., avoid Friday afternoons).
Prepare for a range of emotional reactions
- Understand that employees may react in a variety of ways—anger, sadness, disbelief, or worry.
- Equip the room with tissues and water to support comfort during difficult moments.
- Be prepared to handle emotional responses with empathy and respect.
Arrange follow-up actions
- Decide on next steps and communicate them clearly during the meeting. For instance:
- Will there be another check-in meeting or phone call?
- How can the employee access support services?
- What is the process for leaving the workplace?
Support for managers and HR
- Redundancy meetings can be emotionally draining for those conducting them. Have a plan for post-meeting debriefs with a trusted colleague, HR partner, or coach.
- Remember to take care of your own wellbeing—stepping outside for a walk or talking to someone can help alleviate stress.
With proper preparation, you can approach redundancy meetings with the confidence and empathy required to handle these challenging moments effectively.
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