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Strategies for effective layoff management in a hybrid work environment

Dealing with employee layoffs can be challenging. It can be a painful decision for businesses, especially during challenging economic times. There is no ideal way to communicate this difficult news. This article will provide valuable insights and advice on navigating this complex situation, especially in a hybrid working environment.

24 Apr 2024

Catherine Ngo

Content writer, presenter and podcaster

So the big question is: when employees are on a hybrid schedule, and you need to conduct layoffs, how and when do you do it? Do you wait until they are in the office, or do you have it virtually for everyone?

It's not a straightforward answer. A combination of both is advised. Employers should consider their current exposure to employees. If you engage with your employers in the office, your layoffs should be done there. However, virtual layoffs make sense if you engage with your workforce remotely.

Are layoffs the only option?

If employers have yet to consider it, ensure it's the best option before laying off employees. Evaluate all alternatives. Consider temporary salary reductions, benefit cuts, reduced work hours, government support programs, or unpaid leave.

Open communication with teams is crucial. Creative cost-cutting and revenue-generation solutions may emerge when teams collaborate during tough times. When teams feel included, trusted, and heard, they are more likely to support projects or initiatives.

Ultimately, sometimes, not all layoffs can be avoided. If faced with this situation, stay composed and prepared.

Think about how you would like to receive the news

When delivering the news, consider how you would want to receive it. Sometimes, it's back to the basics of this stuff. It's very simple but challenging to do.

It's crucial to ensure all layoff communication is clear and concise in challenging moments like layoffs. Prioritising the wellbeing and experience of affected team members is paramount. Instead of focusing on HR, the business, or leaders, the emphasis should be on the impacted employees. You can better understand their needs and provide meaningful support by actively seeking feedback. Ask open-ended questions that invite employees to share their thoughts and concerns. Specifically, ask what one thing you could do today to help them through this challenging time or what action would demonstrate your respect and care for them.

Apply a human-first approach

It may seem obvious that employers should avoid impersonal mass layoffs at all costs and focus on supporting the impacted individuals.

Mass layoffs are tempting because they're efficient in the short term, but there is a long-term impact and potential negative implications, especially if the headlines go viral.

Employers should enter each layoff with context about the employee's identity and length of service. Guided by HR, the business should ideally have conversations with the employee(s) impacted because having a familiar face in the room can be helpful during difficult conversations.

The process can be emotionally charged and potentially traumatic for those affected. However, with the right support systems in place, the negative impact on employees can be mitigated, and a smooth transition can be ensured.

How to conduct a layoff video call with compassion

When scheduling the call, ensure it's on the same day as sending the invite to avoid unnecessary anticipation for the employee. If they're in a different time zone, adjust to their schedule for a suitable time.

Here are ten tips to ensure the meeting is effective whilst minimising negative impact:

Prepare a script to avoid fumbling or getting side-tracked during the conversation. This will help you stay focused and deliver the message effectively.
Practise the script in advance to avoid sounding robotic or insensitive. Aim for a genuine conversation, even though it might be difficult.
Prioritise privacy by ensuring no family members are in the room during the call. Encourage the employee to do the same. It's crucial to maintain a confidential environment.
Adopt an encouraging and supportive tone. Acknowledge the difficulty of the situation while being encouraging. This can help employees build resilience and maintain a positive attitude during their job search.
Speak slowly and calmly to ensure clear communication. Misunderstandings can quickly occur in video calls, so ensure your words are clear and your tone is composed.
Explain the reasoning behind the layoff in a clear, fact-based manner. Clearly state which positions have been eliminated and why. Use specific examples and avoid ambiguous language.
Confirm understanding by asking if the employee has any questions or if you need to repeat or clarify anything. This ensures they fully comprehend the situation.
Reassure the employee that the decision does not reflect their performance or value. Focus on the company's situation and avoid personalising the layoff.
Clarify the transition process, including when and how they should return company equipment. Be flexible and understanding, especially if they don't have personal devices.
Conclude the call with clear next steps. Inform the employee about who will contact them and when. Provide easy contact details for themselves or a designated support person.

Provide ongoing support

Sustaining employee morale is vital for managing stress and maintaining productivity during layoffs. Leaders should ensure accessibility and receptiveness to team members' concerns. Studies indicate that enhanced leader engagement boosts team engagement, inspiration, and innovation. Feedback mechanisms should be established to gauge employee sentiments. While the situation might be demanding, prioritising team support and personal wellbeing remains crucial.

Conducting layoffs in a hybrid work environment requires careful planning, empathy, and a focus on the wellbeing of affected employees. By considering the specific circumstances of each individual, communicating transparently, and providing ongoing support, leaders can mitigate the negative impact of layoffs and ensure a smooth transition for those affected. It is vital to remember that layoffs are a challenging but necessary part of business and that a human-first approach can lead to a better outcome for all parties involved.