Layoffs and offboarding - how to dismiss without communication and formal mishaps?

In recent years, the labour market in Poland has undergone rapid changes. From the boom period of 2021-2022, we have moved to a significant decline in job openings, especially in the IT industry. According to research by Inhire.io, in the first half of 2023, the number of offers in the IT industry decreased by 43%. The main reasons for this decline are the war in Ukraine, the financial crisis and inflation. Global corporations such as Microsoft, Amazon and Meta have laid off tens of thousands of employees. In Poland, too, we are facing a wave of layoffs, as evidenced by information from Bartosz Majewski, president of the Organization of Employers of IT Services — SoDa, who indicated that every fourth technology company plans layoffs.

First: Preparing for layoffs

Process planning:

Communication:

1. Sequence of meetings and communication: It is important to plan the stages of the process, including determining who will be involved in the communication and meetings. It is worth writing down all the stages and responsibilities, including Q&A meetings and farewells.
2. Preparation of those who carry out layoffs: These people should be well prepared, both formally and communicatively. It is worth organizing a general rehearsal to practice different scenarios, including the reactions of employees.
3. Deciding when to cut off access: It is important to be clear about when employees will be deprived of access to company systems and inform them in advance.

Formalities:

1. Mode selection and formality check: It is necessary to check whether the contract can be terminated and whether the employee is not legally protected. You also need to specify the notice period and prepare documents in advance.
2. Analysis of causes: The reasons for dismissal must be specific, real and have sufficient specific weight. It is important to secure evidence to support these causes.
3. Preparation of documents: It is worth preparing documents in two versions: a solution upon notice and by agreement of the parties, which may be beneficial for the employee.

Second: Carrying out layoffs

Day 0:

Formalities:

1. Meeting in the presence of witnesses: It is recommended that the meeting be attended by a direct supervisor and someone from HR, which allows an objective report on the course of the meeting.
2. Handing over documents and discussing them: It is important to present and discuss the reasons for dismissal, sticking to those that are stated in the documents.
3. Confirmation of receipt of documents: Written confirmation of receipt of documents by the employee must be obtained.
4. Determination of the duration of the notice period: It is necessary to plan activities for the duration of the notice, such as the transfer of tasks, leave or exemption from the obligation to perform work.
5. Cut-off of access and billing: If the employee is exempt from the obligation to perform work, the access to the company's systems and equipment must be withdrawn on the same day and customers must be informed of the changes.

Communication after dismissals:

Internal:

1. Meeting with those affected by layoffs: This is a key element that allows transparent communication and clarification of the reasons for the decision.
2. Meeting or email to the entire organization:It is important that all employees receive information about the layoffs, with the context and reasons for the decision.
3. Meeting with employees who stay: This allows to clarify the next steps and minimize uncertainty among employees.
4. Team meetings with managers:Managers should be prepared to answer employees' questions and support them during a difficult time.
5. 1:1 meetings with key employees: This can help retain talent and minimize the number of departures after layoffs.

External:

1. PR Experts: It is worth enlisting the help of crisis PR specialists to ensure that outgoing communications are properly prepared and lawful.
2. Careful management of information: Care must be taken to ensure that communication is lawful and does not violate the privacy of dismissed employees.

summary

Well-conducted layoffs are not only a matter of formalities, but also of respect for employees and responsibility for communication. Adhering to the above guidelines can help minimize negative consequences for both laid-off employees and for the organization as a whole. It is important that the process is carried out with dignity and that communication is clear, transparent and supportive.

[DOWNLOAD EBOOK] How to write, practice and implement layoff communication step by step?

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