Conducting a Notification Meeting

A notification meeting provides a company with an opportunity to announce a layoff, plant or facility closing, including the business reasons for the decision, to its affected workforce. Employees are informed that their positions will be directly impacted, resulting in the elimination of their job, and termination of their employment. The meeting provides a forum to discuss transition issues with impacted employees, communicate information about severance pay and other benefits, and address employee concerns or questions.

Notification meetings are difficult not only for the affected employee but for the company as well. A successful meeting treats the employee with dignity and sensitivity, prevents legal problems for the company, minimizes the trauma to the remaining workforce, and maintains employee morale and productivity. The following suggestions, along with careful planning, may ensure an effective and successful notification meeting, despite the sensitive nature of the message delivered.

• Whenever possible, the notification meeting should be conducted individually, with each affected employee to demonstrate compassion, maintain employee confidentiality, and provide consistency in the delivery of the message, although some companies prefer a small group setting.

• At the beginning of the meeting, briefly and clearly state the company decision regarding the layoff or facility closure, providing assurance that the job elimination is in no way a reflection on the employee. State the importance and value of the employee’s performance and contributions to date.

• Take the time to pause and listen to the reactions of the employee. Reactions may range from feelings of sadness, anger, denial, and stoicism to relief. Acknowledge these feelings and reactions by listening with compassion and understanding.

• Provide the employee with written notification of the effective date and terms of the separation. Briefly and simply state the transition plan regarding the return of company property and any remaining work to be done.

• Communicate what will be done to help the employee during the transition ahead, including severance pay and other benefits such as outplacement programs or career transition services.