How to Communicate Layoffs: Tips for HR Teams

Laying off employees is challenging, and choosing how to communicate layoffs is one of the trickiest tasks for HR or Business Managers. Some cases of poorly communicated layoffs have even made headlines recently, with stories of business leaders recklessly breaking the bad news to employees or HR professionals mishandling offboarding meetings.

However difficult layoff announcements may be, there are ways to make them more straightforward and human, reassuring dismissed employees of their value and making the remaining staff more confident about the future. In this article, we’ll see some tips on how to communicate layoffs effectively and efficiently.

There isn’t one single “best way” to communicate layoffs or a magic formula to make things go smoothly. Emotions can run high and no effort from HR is a guarantee that the conversation will go easily. That being said, whatever the case, the best way to announce layoffs is to be clear, empathetic, and professional. Choosing the most appropriate time and platform to make the announcement can also help ease the tensions. Let’s see in detail how that plays out in real life.

Should you announce the layoff to a group or individually? It depends. Group announcements are preferred when a large number of employees is impacted, so everyone receives the same information at the same time. While this setting can reduce speculation and allow for a more streamlined process, it lacks privacy, making it harder for employees to express their concerns or ask questions. It’s best to follow up with one-on-one meetings to address individual needs.

On the other hand, individual announcements are more personalized, allowing you to explain the decision directly, answer questions, and offer immediate support. This method demonstrates empathy and respect, ensuring each employee feels heard. This approach certainly takes more time but, in most cases, it leads to a better understanding and a more respectful separation.

If you plan to communicate a layoff, you’ll probably book the impacted individuals for a meeting, personally or in a group. Whatever the case, choose a neutral and professional meeting title so you don’t alarm them, mislead them, or cause unnecessary stress.

Try using labels such as “One-on-One Meeting,” which is neutral and doesn’t raise suspicion immediately. “Project / Role Update Discussion” implies a conversation about their position or workload, while “HR / Team Check-In” indicates an official check-in without giving too much away.

Timing and communication platforms are crucial when announcing layoffs, as they can impact how people receive the message. Ideally, layoffs should be communicated at the start or end of the workweek, giving employees time to process without disrupting productivity. 

Also, avoid scheduling this conversation close to holidays, birthdays, or significant personal events. If this is unfeasible, try to acknowledge the unfortunate timing during your announcement and explain why this information couldn’t be relayed at a different moment.

The communication platform you’ll use to announce the layoff also depends on the situation and the number of people impacted. In-person announcements are preferred for their directness and empathy, but video calls can be effective when logistics prevent face-to-face meetings. Emails and layoff letters are used primarily when immediate or large-scale communication is necessary but, given their impersonal nature, they should be followed by more personal support.

While the chosen channel can impact how news on the layoff is received, the tone will carry the most weight. Communicate in a straightforward, empathetic, and professional way, balancing transparency with compassion. When you’re clear about the decision while acknowledging its impact on each laid-off individual, you’ll help maintain respect and dignity for the employees.

How can you do that in practical terms? One way is to avoid sugar-coating or denying the reality of what’s happening. Being upfront and honest is a sign of respect and helps build employee trust. Also avoid being overly technical or using corporate jargon, which can sound cold. You want employees to understand the decision without being overwhelmed.

Finally, choose the right words to express your empathy. Saying things like “I know this is hard” and “I understand how you feel” will demonstrate your acknowledgement of the human impact of the layoff and help the dismissed individuals to feel supported and recognized.

As in any other difficult conversation, starting a layoff conversation takes work. However, there are a few ways to make it easier, such as planning beforehand, framing the conversation effectively, and adopting an adequate posture. Here are some more details.

Being indecisive and doubtful during this conversation will only add to the general anxiety. So, ensure you plan thoroughly about what and how you’ll communicate. Start by understanding the reasons for the layoffs, so you can explain them to people in a clear, honest way. Then, gather all the necessary documents such as information about severance, benefits, and termination agreements. When you’re organized, you won’t scramble during the conversation, making it easier for the employee to understand their situation and feel more confident and supported.

Framing a layoff conversation is critical to ensuring it is respectful and transparent. Start by getting to the point early, as avoiding or delaying the message can create confusion and increase anxiety.

Then, as we said before, be transparent and honest. Start by explaining the situation briefly, then move into the specific reasons for the layoff. Outline available support, such as severance packages or outplacement services, and give the employee space to process the news and ask any questions. This way, you’ll help them feel heard and respected throughout the conversation.

Body language is one key element to starting a layoff conversation with empathy and professionalism. Show your presence and engagement by maintaining eye contact and adopting an open, non-defensive posture. Also, avoid crossing your arms or displaying nervousness; otherwise, you’ll convey discomfort or detachment – even if unintentionally. These tips will help you to deliver a message of respect and care during this difficult conversation.

Apart from the departing employees, the remaining staff should also receive attention from HR. Layoff survivor sickness is a reality in organizations that undergo this kind of situation, leading to mental health issues and a decrease in productivity. So, you must support your remaining employees after a layoff by communicating with them clearly, offering support, and highlighting resources such as outplacement services. Let’s look at those aspects more closely.

All remaining staff should be informed clearly about the reasons for the layoff and what to expect in the near future. Outline expectations about workload and reassure the employees about their value to the organization. Be ready for follow-up meetings to address any questions.

HR teams should be there for people when they feel confused, sad, or overwhelmed. Be ready to listen to their concerns and, if needed, provide them with tips and information on how to deal with work-related stress. Also, consider offering mental health support from outside specialists.

Offering outplacement services is one of the most efficient ways to drive employee engagement and boost morale during layoffs. These services help departing employees to find their new jobs and reassure the surviving staff they’ll be taken care of if they’re laid off in the future.

When it comes to communicating layoffs, there’s no golden rule to achieve perfection. This is an inherently tense situation, so the best you can do as an HR professional is to be empathetic, transparent, and supportive of both the departing employees and the remaining staff. Ensure all impacted individuals have the information and support they need to continue their career journeys.

Also, prepare well for each step in the layoff announcement. Communicating effectively is vital to avoid more confusion and anxiety in an already stressful situation. Plan beforehand, choose the right words, and be ready to respond to more emotional reactions. If you manage those steps well, you’ll be on the right track to give employees all the help they need.

Finally, having outplacement services as part of your offboarding strategy is a great way to build trust, increase retention, improve your reputation, and boost productivity. If you’re looking for a modern outplacement firm with a result-oriented mindset and a people-first approach, contact us at Careerminds. Talk to one of our experts and start exploring the benefits of outplacement.

Rafael Spuldar

Rafael is a content writer, editor, and strategist with over 20 years of experience working with digital media, marketing agencies, and Tech companies. He started his career as a journalist: his past jobs included some of the world's most renowned media organizations, such as the BBC and Thomson Reuters. After shifting into content marketing, he specialized in B2B content, mainly in the Tech and SaaS industries. In this field, Rafael could leverage his previously acquired skills (as an interviewer, fact-checker, and copy editor) to create compelling, valuable, and performing content pieces for various companies. Rafael is into cinema, music, literature, food, wine, and sports (mainly soccer, tennis, and NBA).