When an employee works from another location, a difficult conversation may need to happen by video or phone. Distance makes preparation especially important. The person needs privacy, time to ask questions and a clear understanding of what happens after the call.
For employers arranging a redundancy, practical support starts before the meeting. Think about the employment process, the conversation itself and the career transition support that may follow.
Confirm the process before arranging the conversation
This article focuses on practical employee support, not advice on whether a proposed redundancy is lawful. Get advice appropriate to your organisation before deciding or communicating employment outcomes.
The Fair Work Ombudsman explains that genuine redundancy involves more than a role ending, including applicable consultation requirements and consideration of redeployment. Read its redundancy guidance and confirm the requirements that apply to your circumstances.
Be clear whether a meeting is part of consultation about a proposal or communication of an outcome after the relevant process. Plan the wording and next steps accordingly. Do not use a notification script as a substitute for consultation.
Arrange privacy and enough time
Choose a time and format that allow a proper conversation. Tell the employee who will attend and what the meeting concerns. Check that they can join from somewhere private and discuss any support-person arrangements with your HR adviser.
Test the connection and have a practical alternative if the technology fails. Leave time around the meeting so neither person has to rush straight into another call. A busy shared room, an unreliable connection or an abrupt end can make an already difficult conversation harder.
Explain clearly and make space for questions
Prepare the key points with the people responsible for the employment process. Use direct, respectful language and distinguish what has been decided from anything still being considered.
Pause and listen. An employee may have questions immediately, or may need time before they know what to ask. Avoid filling silence with reassurance you cannot substantiate. If you do not know an answer, explain who will follow it up and agree how the employee can raise further questions.
Put the practical next steps in writing
Before the conversation, work through the arrangements your employee will need to understand. These may include:
- Who to contact about employment documents, pay and entitlements.
- When and how agreed written information will be provided.
- Arrangements for returning equipment and handling personal belongings.
- Access to information they will need after their work account closes.
- How colleagues will be informed, while respecting privacy.
- Any agreed farewell or acknowledgement of their contribution.
Have the appropriate HR, payroll and technology staff confirm the details. A clear contact point is more useful than leaving the employee to work out who can answer each question.
Agree career transition support before promising it
Outplacement services provide career transition support for departing employees. If you intend to offer a package, confirm what it includes and how the employee will be introduced to the provider before describing it in the meeting.
Ask who the coach would be, what relevant experience they bring, how sessions are arranged and when support can begin. Clarify what information remains confidential and what the employer will receive. Confirm any requested attendance at a notification meeting or contact immediately afterwards with the provider in advance; do not assume it is included or available.
For current outplacement programs, inclusions and pricing, see our outplacement services page.
Our guide to comparing outplacement quotes can help you compare the coach, personal coaching time, terms and total cost before choosing support.
Plan for the team that remains
Colleagues will also have questions about the changes and their work. Decide how managers will explain the next steps without sharing a departing employee’s private information. Keep space for questions after the first announcement.
Our guide to supporting the employees who remain after redundancy sets out practical questions about communication, workloads and ongoing support.
If you are arranging career transition support for a departing employee or team, contact Let’s Talk Career to discuss your outplacement needs and the arrangements to confirm before the employee is introduced to a coach.
Related Posts
