Recently, I've been writing a lot of layoff announcements, about employees being let go as a result of the recession.
Most are leaving through no fault of their own.
They want, and deserve, to maintain their dignity and respect.
Their many loyal friends and protégés need to know that senior management understands their sadness and worry.
Of course, people should not discover their services are no longer required through an announcement.
Their boss and a human resources person should talk to them privately.
People in their department should be informed by their immediate supervisors.
If distance prevents one-on-one meetings, a phone call will have to suffice.
Never, ever inform employees of layoffs or any other bad news by email.
Once the key people know, a written announcement should be sent to all other employees.
If the layoffs are significant and budgets permit, a senior executive should webcast the announcement.
Don't delay or the grapevine will take over.
The biggest mistake I see with this kind of announcement is too much formality, jargon or false cheer.
What announcement authors should do, with the help of professional communicator if possible, is prepare a brief announcement that: (1) summarizes what is taking place (2) provides the rationale for the decision (3) thanks the departing employees for their contribution and (4) offers direction to the employees who remain about what lies ahead.
If the task of writing layoff announcements falls to you, here are more tips: Get to the point In the first 25 words, briefly state the facts and rationale.
Don't fling clichés about new paradigms or attempt a treatise on the economy.
Everyone knows it stinks.
Be straightforward Everyone also knows that "pursuing new opportunities" almost always means the leave is involuntary or prompted by a golden carrot.
Simply say that declining revenues have forced senior management to make some job cuts.
Don't dress it up with big words.
Quickly explain why the cuts had to be made to that area and mention previous cost-cutting measures that didn't involve people losing their jobs.
Be nice Even if the people being let go are considered dead wood or have made some enemies, they don't deserve to be used as a scapegoat or humiliated.
If the announcement involves managers, executives or a long-service, well-loved employee, devote a sentence or two to describing each person's legacy.
To add credibility, use specific, concrete examples and anecdotes.
Be personal Write in the first person singular, I.
Because it's an emotional event, replace some of the normal corporate formality with a conversational tone and express sadness, empathy and appreciation.
For example, start off by saying that you are sad to announce, not that you regret to announce.
Once employees realize you share their bad feelings, they may start to see you all share the goal of keeping the company afloat.
Outline the immediate future Explain who will be replacing the departing people and why they are qualified or have the time to do so.
If you haven't yet figured out what you will do, tell people when the new plan is expected.
Congratulate people on promotions and thank those who are taking on heavier responsibilities.
End on a positive note Again, thank the departing employees for their contribution.
Ask everyone to join you in wishing them well.
And if there truly is a silver lining to this cloud, now is the time to sing about it.
Edit, revise Once you've drafted the announcement, go back and delete any unnecessary or redundant words or thoughts that have crept in.
Rewrite any sentences or phrases that are unclear or could be misinterpreted.
Check that you've the 4 steps outlined above.
This way, your writing will be more focused and ensure that people are more likely to read and understand the announcement.