Separation Meetings: Communicating Effectively and Intently – with Empathy Good Afternoon! …and Welcome to this month’s EANE Webinar: Conducting an Effective Separation Meeting

Introductions & Discussions Think About Your Previous Experience with Separations? What worked well? What could have been improved? So reflect on this a moment and think… Think about your previous…. Be brutally honest with yourself – what should have been done differently? Do you need more practice or role-playing with a colleague? A different space this time without a window in the office? Did you feel unsafe? It’s very important that you work to prepare for this, and to set the stage for this – which by the way, terminating an employee, is one of the most difficult tasks you’ll have as an HR leader. It is so important you spend time preparing and also preparing your colleagues for this as well. Introductions

A Well Planned Meeting Limits stress for the separated employee Reduces potential for conflict during meeting Minimizes issues for company and remaining employees going forward Treats impacted employee with dignity and respect Demonstrates company values to remaining workforce. The time you invest in planning that meeting will be well worth it. (Read each Point) There is another point I’d like to add and it is that your wel planned meeetign where you are treatin ghte employee with dignity and repoect, you are the one that will sleep betterknowign you trat then well and did everything you coud to make the exericence the best it could be The Separation Meeting

Objectives of the Meeting To communicate the message To state facts clearly and be sensitive to the responses To present the decision as final and irrevocable To be sensitive and compassionate To encourage the employee to take positive actions and next steps The Separation Meeting

Separation Meeting - 6 Steps Put the Employee at Ease – Body language and seating Step 2 Set the Stage – Respectful tone, privacy, and dignity Role of the Notifier

Separation Meeting - 6 Steps Announce the Separation - Recognize emotions, Focus on the business case Step 4 Do not discuss the severance package – HR partner will review this information Stick to the Script! Role of the Notifier

Separation Meeting – 6 Steps Listen and Support - Stay focused, express gratitude for their contributions. Step 6 Sample Dialogue: “I appreciate your feelings and your contributions. I assure you this decision was not made lightly.” Transition – Turn meeting over to HR Role of the Notifier

Managing Emotions Recognize that the employee is entering into a period of rapid change and needs time to process. Respond to emotions appropriately: Acknowledge feelings and reaction. Stay calm and professional. Resist the urge to justify decisions. Allow time to compose (offer tissues if necessary). Offer thanks for contributions to the organization. Offer support and recommend focus on immediate next steps. Managing Emotions

Managing Emotions The Kübler-Ross Change Curve Managing Emotions

Managing Emotions Emotion Helping Strategies Managing Emotions Shock Encourage reasonable expression of feelings Disbelief/Denial Confirm/reiterate message Anger Let the employee vent…try to determine if anger could pose any threat to the employee or others Bargaining Re-state decision is final and irrevocable/encourage moving forward Depression Emphasize skills/talents are transferable, recommend positive next steps with career coach. Acceptance Reinforce positive steps forward/focus on strengths and skills Relief Actions Support positive thinking and actions Managing Emotions

Managing Emotions Responding to Extreme Reactions Extreme Anger Calmly recognize anger Get help if necessary Restate finality of separation Strong Emotion Acknowledge feelings, remain calm Focus on future Allow time to compose Manipulation Stick to the facts and remain calm Restate finality of decision Responding to Extreme Reactions Managing Emotions

Communicate to Employees Timing – as soon as possible after final notification meeting. Town Hall or team meetings Transparency as appropriate Emphasize importance of each individual employee to mission Visibility…open door policy with management – encourage conversation What to expect from employees: mad, glad, sad, scared Managing Emotions

Communicate to Employees Objectives: Explain situation – What/why/what now Who was affected No more planned separations Go forward plan How to interact with separated employees who are still working - normalize Immediate next steps Begin to re-engage teams/workgroups Visible leadership Anticipate questions from remaining employees Managing Emotions

Communicate to Employees Following weeks: Keep leadership and management aligned and on message Acknowledge changes Communicate the mission/vision with regard to change Emphasize importance of the team effort to achieve vision Clarity of business objectives Focus Managing Emotions

Sample Checklists Request an electronic copy from Linda Olbrys: lolbrys@careercurve.com 860-882-2545 Managing Emotions