7 Essential Steps for HR Professionals Preparing to Notify Employees of Layoffs

Employee layoffs are undoubtedly one of the most challenging situations for both employees and companies. For HR professionals tasked with delivering this difficult news, preparation is key to ensuring that the process is handled as empathetically and smoothly as possible. Here’s a crucial HR layoff checklist to help you prepare for notifying employees that they’re being laid off.

1. Prepare a Script

This conversation is tough, and it’s simple to miss important information amidst the stress. Prepare a script in advance to ensure you convey all necessary details compassionately and clearly. It's vital to be genuine, humane, and direct in your layoff communication. This step helps maintain a respectful and professional tone throughout this difficult conversation.

2. Provide Layoff Resources

Offering support materials can significantly ease the transition for laid-off employees. Consider compiling resources such as:

• Outplacement services for job search and resume building
• Information on unemployment benefits and how to apply
• Additional guidance or contacts that can assist in their next steps

Such resources show the organization's support for the employee’s future success, even beyond their tenure at the company.

3. Schedule at an Appropriate Time

The timing of the meeting is crucial. Opt for a time early in the workday and avoid scheduling it right before weekends or holidays. This consideration provides the employee with an immediate opportunity to seek clarity and support, reducing the time they spend waiting anxiously for answers.

4. Be Mindful of Significant Dates

Before setting a date for the notification meeting, review the employee’s personal information. Avoid scheduling meetings on dates significant to them, such as birthdays or work anniversaries, as this can add an extra layer of distress to an already difficult situation.

5. Consider Additional Employee Layoff Support

Based on what you know about the employee, it may be helpful to have additional support on standby. Options include:

• A counselor for emotional support
• An experienced outplacement consultant for career advice
• An HR representative for procedural questions

Having these resources available demonstrates a level of care and consideration for the employee’s well-being during and after the notification process.

6. Develop an Asset Return List

To ensure a smooth transition, create a comprehensive list of company assets the employee needs to return. This might include laptops, mobile phones, access cards, or any other company-owned equipment. Providing this list in advance allows the employee to prepare and helps avoid potential confusion or conflict on their last day.

7. Review Staffing Levels

In addition to refining the processes, it's crucial to ensure that the teams responsible for supporting the transition are adequately staffed. Layoffs can lead to an increase in inquiries related to payroll, benefits, and asset returns. It's important to clearly communicate with employees who they should contact for specific issues and to ensure that these support teams are prepared to provide prompt responses.

Given that employees in transition may be in a heightened emotional state, even simple questions can escalate to panic if responses are delayed. Effective staffing and clear communication channels are essential to manage this sensitively and efficiently.

Being prepared with a thoughtful approach can make a significant difference in how the layoff news is received and processed by employees. Demonstrating empathy, providing support, and being thorough in your preparation not only reflects well on the company but also helps laid-off employees face their next steps with dignity and confidence.

Download the full Guide to Socially Responsible Layoffs.