Leading change
Preparing for effective separation conversations
Preparing for effective separation conversations
5 minutes
Separation conversations are challenging. The benefits of preparing
effectively cannot be underestimated. To handle these conversations with
confidence and compassion, make sure you’re across of all the information
at hand and are ready to answer any questions that come your way.
Preparation will help you to:
- Communicate the decision clearly and consistently
- Provide facts clearly and with empathy
- Present the decision as final
- Retain dignity
- Understand the impacted employee’s situation better and encourage
them to take positive action - Ensure compliance with legislation, organisational policies, and
procedures
7 steps to prepare for the initial conversation:
As a manager, delivering a separation conversation is one of the hardest
tasks you’ll encounter. But with a strong commitment to supporting
impacted employees through this conversation, the benefits to the
organisation and the individual can be significant.
Steps to take:
1
Understand the facts
It’s important to understand the background and rationale for any
organisational change to ensure you communicate it effectively,
confidently, and consistently. This will help you dispel any confusion,
debunk rumours, and limit negative perceptions of the organisation.
2
Access all required information
Be familiar with any material that will be covered during the separation
conversation so you can comfortably speak to the situation and answer
any questions confidently. If you are unsure of anything, it’s up to you
to seek clarity ahead of time.
3
Prepare for each discussion
This is particularly important for any manager preparing for a
separation conversation for the first time. Consider preparing these
thoroughly before the conversations happen:
• Agenda and script : To manage the discussion, prepare an agenda and script addressing the facts and key points to be covered.
• Emotional reactions: It’s important to prepare for different reactions. These often range from; shock, denial, anxiety, panic, anger, remorse, guilt, and believe it or not, perhaps even relief.
• Understand the impact: Know the specific implications for everyone, including any potential options that might be available to them, such as voluntary redundancy or redeployment opportunities.
• Scheduling: If you are dealing with multiple redundancies, the separation conversations will still need to be conducted individually.
• Agenda and script : To manage the discussion, prepare an agenda and script addressing the facts and key points to be covered.
• Emotional reactions: It’s important to prepare for different reactions. These often range from; shock, denial, anxiety, panic, anger, remorse, guilt, and believe it or not, perhaps even relief.
• Understand the impact: Know the specific implications for everyone, including any potential options that might be available to them, such as voluntary redundancy or redeployment opportunities.
• Scheduling: If you are dealing with multiple redundancies, the separation conversations will still need to be conducted individually.
Tip: As a manager, you should be prepared to discuss the following
and know which resources impacted employees can be referred to:
• Separation policy and procedure
• Separation package details
• Grievance procedures and any union-related issue
• Support services (e.g. career transition services and/or employee assistance programs
• Resourcing and selection process and associated timeline (if redeployment or internal mobility is an option
• Recovering company assets and revoking digital access
• Separation policy and procedure
• Separation package details
• Grievance procedures and any union-related issue
• Support services (e.g. career transition services and/or employee assistance programs
• Resourcing and selection process and associated timeline (if redeployment or internal mobility is an option
• Recovering company assets and revoking digital access
4
Prepare to handle requests to be a referee
Think about how you might respond to a request to be a referee. If
asked, state the company’s policy regarding references (if one exists).
Handling the matter truthfully is the best approach.
If you feel uncomfortable providing a fair overview of an individual’s strengths or weaknesses, consider another senior colleague who may be able to provide a reference.
If you feel uncomfortable providing a fair overview of an individual’s strengths or weaknesses, consider another senior colleague who may be able to provide a reference.
5
Prepare 'how' to conclude the conversation
Check with HR to understand if there are any forms required and
letters to be signed or issued during the separation discussion,
particularly around any non-compete, non-disclosure, restraint, or
confidentiality clauses that may still apply.
Termination details and the reason for the redundancy should always be documented and checked by HR to ensure the correct legal, policy, and employee relations requirements have been met. The written notice of termination due to redundancy must be given to the impacted individual in the standard company format during the separation discussion.
Termination details and the reason for the redundancy should always be documented and checked by HR to ensure the correct legal, policy, and employee relations requirements have been met. The written notice of termination due to redundancy must be given to the impacted individual in the standard company format during the separation discussion.
6
Prepare forms and letters
Understand how to direct the individual concerned at the conclusion of
the separation discussion. For example, if on-site support has been
arranged, know the name of the JobAccelerator career transition
consultant and where to bring the impacted individual.
Of course, if the separation conversation will be happening remotely, you will need to have the logistics sorted out in advance.
Of course, if the separation conversation will be happening remotely, you will need to have the logistics sorted out in advance.
7
Ask for help if you need it!
HR should provide the information required to undertake effective
separation discussions, but if anything is unclear or additional support
is required, seek this out immediately. The support provided by HR
should also include instructions regarding any forms to be completed
or any documents that need to be signed for legal or compliance
purposes.
by
Hellomonday