1. Employee Notification Training

2. Human Resources Transition Services Separation Notification Training for agency management & human resources professionals Career Transition Services for affected employees Statewide Employee Relations is available to consult with agency management & human resource professionals

3. Components to a Successful Notification Process  Management Preparation  Separation package  Script development  Conducting the Meeting  Deliver the message  Managing employee reactions  Communicating with remaining employees  Career Center Resources for next steps

4. Separation Notification Training Why is it important to the Agencies? Protect the state’s image internally, to the general public and for future recruitment efforts Minimize negative impact on employees leaving and staying Conduct concise, yet compassionate, separation meetings

5. Separation Notification Training Why is it important for the Employee? Hears and understands the message as it is intended Retains dignity throughout the process Knows what to do next

6. Day of Notification Process Notification Meeting Employee & Management HR Meeting Career Center Meeting

7. Management Preparation Review/revise FAQ handout in advance Who will deliver the message? Will the message be delivered individually or in a group? Have private rooms/areas available Meeting times and locations Schedule a meeting with unaffected employees following notification Arrange for alternative transportation Review employee logistics-keys, badge, personal belongings, IT access Discuss EAP resources

8. Management Preparation Separation Package Official letter including employment end date Benefits continuation & Cobra information (FAQ handout) (Covered) Reemployment/reinstatement policies (FAQ handout) Career Center information  Job Search Guide  Application process for AZ State Jobs Contact information for HR, Benefits, and Employee Relations (FAQ handout) EAP (if applicable) Next steps

9. Management Preparation Script Development Please develop a custom script (Script examples pgs.4-6) Situation: State the situation/business reason for the RIF/Layoff Example “As you probably know, the State is experiencing a significant budget deficit for 2009 which affects all state agency budgets, including ours.“

10. Management Preparation Script Development Decision: State the decision made Uncovered Example “Over the past few weeks, senior management has had to make some very difficult decisions regarding the agency staffing. I must unfortunately inform you that your services are no longer required and you are being separated as of (effective date).” Covered Example “Over the past few weeks, senior management has had to make some very difficult decisions regarding the agency staffing. I must unfortunately inform you that our agency is conducting a Reduction in Force and you have been identified as being affected. You are being separated from State service as of (effective date).”

11. Management Preparation Script Development Finality: State who made the decision and that it is final Example “The decision was made after a long and careful review of the options, realizing that many good people would be affected. This has been a very difficult decision and was not easily made. I want you to know that it has been reviewed at the highest levels within the agency and is a final decision.”

12. Management Preparation Script Development Next Steps: State what the next steps are for the Employee Uncovered Example: “We have prepared an information package that will be helpful throughout this transition period and provides you with information about your next steps. I understand that this is a shock, but I would encourage you to review this information as soon as possible. If you have any questions, contact ____________. We highly recommend scheduling an appointment with a career counselor at the Career Center. They have support services for affected employees and will provide you tools, resources, and coaching to make your next career decision.” Covered Example: “ We have prepared an information package that will be helpful throughout this transition period and provides you with information about your next steps. This packet and your letter will provide you with information about your retention point calculation and explains that you are entitled to be considered for reemployment for two years from the effective date of your separation. I understand that this is a shock, but I would encourage you to review this information as soon as possible. If you have any questions, contact ____________. We highly recommend scheduling an appointment with a career counselor at the Career Center. They have support services for affected employees and will provide you tools, resources, and coaching to make your next career decision.”

13. Management Preparation Script Development Uncovered Example “As you probably know, (employee first name) the state is experiencing a significant budget deficit for 2009 which affects all state agency budgets, including ours. Over the past few weeks, senior management has had to make some very difficult decisions regarding the agency staffing. I must unfortunately inform you that your services are no longer required and you are being separated as of (effective date). The decision was made after a long and careful review of the options, realizing that many good people would be affected. This has been a very difficult decision and was not easily made. I want you to know that it has been reviewed at the highest levels within the agency. We have prepared an information package that will be helpful throughout this transition period and provides you with information about your next steps. I understand that this is a shock, but I would encourage you to review this information as soon as possible. If you have any questions, contact ____________. We highly recommend scheduling an appointment with a career counselor at the Career Center. They have support services for affected employees and will provide you tools, resources, and coaching to make your next career decision.”

14. Management Preparation Script Development Covered Example “As you probably know, (employee first name) the State is experiencing a significant budget deficit for 2009 which affects all state agency budgets, including ours. Over the past few weeks, senior management has had to make some very difficult decisions regarding the agency staffing. I must unfortunately inform you that our agency is conducting a Reduction in Force and you have been identified as being affected. You are being separated from State service as of (effective date). The decision was made after a long and careful review of the options, realizing that many good people would be affected. This has been a very difficult decision and was not easily made. I want you to know that it has been reviewed at the highest level within the agency. We have prepared an information package that will be helpful throughout this transition period and provides you with information about your next steps. This packet and your letter will provide you with information about your retention point calculation and explains that you are entitled to be considered for reemployment for two years from the effective date of your separation. I understand that this is a shock, but I would encourage you to review this information as soon as possible. If you have any questions, contact ____________. We highly recommend scheduling an appointment with a career counselor at the Career Center. They have support services for affected employees and will provide you tools, resources, and coaching to make your next career decision.”

15. Management Preparation Script Development Job Offer with Agency As you probably know, the state is experiencing a significant budget deficit for 2009 which affects all state agency budgets, including ours. Over the past few weeks, senior management has had to make some very difficult decisions regarding the agency staffing. I must unfortunately inform you that our agency is conducting a Reduction in Force. As a result of the reduction in force you have been selected for a transfer based upon retention points. To accept this offer you must return this letter ( hand employee letter) with your signature by (date- 3 full working days after hand delivery, not including hand delivery). This is the only State service job offer you will receive during the reduction in force. If you do not accept this position it will constitute a resignation. Please take the time to carefully review your letter and if you have any questions, please contact ________________.

16. Conducting The Notification Meeting Deliver the Message Entire meeting should only be 10-15 minutes Keep the message brief (2-5 minutes) Business rationale Provide employment end date and official letter Decision is final and non negotiable Provide a personal statement of regret but support the decision

17. Conducting The Notification Meeting Deliver the Message Keep to the Script

18. Conducting The Notification Meeting Managing Employee Reactions Anticipate Possible Reactions

19. Conducting The Notification Meeting Managing Employee Reactions Watch for cues the employee is ready to proceed to next steps Next Steps  Clarify official final work date  Review separation package with employee  Communicate transition services offered by the Career Center  Review all logistics for leaving the state including equipment and materials that belong to state; laptops, keys, personal belongings and badges  Explain expectations and duties during the transition period You can always state that you and the agency are very sorry these actions had to be taken. Empathy and understanding go a long way.

20. Role Play

21. Communicating with Remaining Employees

22. Final Preparation Take care of yourself It is natural to be concerned and nervous Be aware of your emotions, take steps to reassure and calm yourself Be aware of your communication style Come to terms with the business decision Remember that career transition support is being provided to the separating employees Review manager’s separation checklist

23. Manager’s Support Recognize when you need support and seek counsel  EAP  ER  Career Center  Utilize your health benefits

24. Career Center Transition Services Sixty (60) days of service beyond employment end date Group workshops on site if needed Available as a consultant for management & HR Available to consult with affected employees immediately after notification, either one-on-one or in groups to provide next steps

25. Career Center Transition Services Workshops and one-on-one Career Coaching Managing Change Career Assessments Resume Development Cover Letters & Written Communication Job Search Techniques Interviewing Skills & Practice Community Resources Workstations & Computer/Internet Access  Available 8am-5pm at the Career Center

26. CONTACTS Career Center Phone: 602-542-2733 Email: careercenter@azdoa.gov Website: www.careercenter.az.govwww.careercenter.az.gov Statewide Employee Relations Phone: 602-542-4728 Website: http://www.hr.az.gov/HR_Professional/HRP_EPL_Employee_Relations.asp http://www.hr.az.gov/HR_Professional/HRP_EPL_Employee_Relations.asp

27. Questions