Breaking bad news to your employees is always difficult whether it’s about ranking them poorly in their performance review, affecting disciplinary action, or even more unpleasantly, having to let them go. Many new managers struggle with the process of breaking bad news, as it is certainly not an easy thing to deal with. However, such occasions are as much a part of corporate life as promotions, achievements, and successes. Here’s a how-to-guide for staying on top of these conversations and riding through them with dignity and grace:

Preparing Yourself

Review all the things that need to be said and, most importantly, how they need to be said. Take notes so that you cover everything that needs to be communicated. If you have been given a format to follow, stick to it. Plan ahead to address all possible emotions and questions that can come up. Brush up on your conflict resolution skills. Most importantly, have all the facts at hand and understand why the decision was reached so that you are well-informed and can address questions with ease.

Delivering the Message

Aim to deliver the message as clearly, plainly, and succinctly as possible. Explain the reasons why the decision was reached. Avoid placing blame or shifting responsibilities, which sends mixed signals to the recipient. Take ownership of the decision and align with your company’s directive, even if you don’t necessarily agree with it. Your employee needs to see that the decision was unilateral. Maintain the tone of seriousness throughout. Cracking jokes and making light of the decision are most inappropriate for the occasion. Most importantly, deliver the news as soon as you have been asked to do so. Avoid delaying simply because it’s difficult.

Allow for Venting                                 

It’s natural for people to react emotionally if the bad news was particularly difficult to hear. Provide space and a sympathetic ear. Do not, however, allow the venting session to turn into an argument, discussion, or extend for an unreasonable length of time. It must be made clear that the decision is final.

Acknowledge Feelings

Anger, sadness, fear of the future, stress, and worry are all natural emotions that can come up during these conversations. Acknowledge the emotion and by all means be empathetic and sensitive. Consider how you would like to be dealt with if you found yourself in the same situation, for reference. However, do not stay with the feelings; instead, focus the conversation on the next steps. Bear in mind, however, that you must give your employees time to receive, understand, and process the message.

When the News Spreads

If an employee has been let go, other members of the team are likely to have questions and concerns. Keep your doors open to address issues as and when they come up, and allay fears. The team dynamic should not be affected by what has happened. Team members will pick up on stress and anxiety so it’s important to maintain an attitude of “It’s Business As Usual”.

Breaking bad news at work is universally one of the most difficult things a manager can find himself or herself having to do. Following these tips, however, can help a great deal towards allaying the anxiety of facing the situation and being able to come out of it with confidence and grace.

With the guidance of a coach, you can also learn strategies and communication skills for delivering bad news effectively.