Module 2: Communicating decisions

 Communicating decisions: key points

1. If it’s a case of simply telling your staff the decision, it’s helpful to try to “sell” the decision, explaining the rationale behind it. This helps your audience understand and accept it. You also need to be prepared to take responsibility for the decision.

2. Plan in advance what the main message is that you want to communicate. Present this clearly and honestly. Keep this brief and focused.

3. Think about how the decision relates to the organization’s overall vision and/or mission, how it matches the company’s overall values, and meets its long-term objectives. 

4. Think about who will deliver the message: will this be one-to-one, or with a colleague present, or one person to an all-staff meeting, or will the decision be passed on through heads of departments?

6. Choose the most appropriate channel of communication. This could be email or a meeting; you might be putting it in a newsletter or on a notice board. Focus on your audience: consider who and where they are.

7. Think about the kind of language you want to use: should it be formal or informal? Be respectful of your staff, and show empathy, if needed.

8. It’s likely that the sooner you inform your staff of an important decision, the better, even if you will only have more detailed information later. It’s better that they hear directly some of the information, than indirectly – or as part of rumours – only various parts of the information. This will help avoid any misunderstandings.

9. Provide time and space for questions and clarification: allow time for your audience to respond.

10. Finally, depending on the decision, it may be important to focus on the future, and be prepared to offer your staff strategies and support, or outline follow-up steps in order to help them manage the implications that the decision may have on them and their work.

Applying what we've learnt:

Scenario: you need to inform part-time teaching staff that (due to the fact the business is not going very well), they'll lose classes, and will not be paid for them.

Which key issues would be important to ensure the decision is communicated effectively? Summarize your notes from the previous stage. Share your ideas below, explaining why the three areas you have chosen are important.

Who communicates? Direct superior, in one-to-one f2f meetings (all to be held ideally on the same day)

Be prepared to explain why these are the hours and teachers that are being cut down.

Language: neutral to formal. It all depends on how important the reduction will be, but for sure it'll be unwelcome and might bring about problems in these people's everyday life, so I need to be really respectful.

Focus on the future: can we offer alternative jobs? can we anticipate a possibility to re-hire the staff at some specific moment in the future?