Listed below are materials to assist management in the layoff process.

Creative Ways to Think About the Budget:

Anticipating budget cuts? Wondering how all the work is going to get done? Worried about having to lay off staff? Before making any decisions, answer the following questions about your department or company.

1. Have we determined our goals for this coming year? Do we know what we need to accomplish? Are our priorities clear?
2. Based on our priorities, have we structured the work in the most efficient, effective ways possible? Are we doing work the way we always have, or are we looking at the work in new ways?
3. As our department/Company has become more automated, have we examined our procedures to see if any can be eliminated or streamlined?
4. What are the peaks and valleys of our workload? Are there times when a temporary layoff or a furlough could be implemented?
5. When a vacancy occurs, do we take the time to really assess our needs before filling the position? Does the position need to be immediately filled? Can the position be filled in any other way? Can we use other options such as students, retirees, or temporary employees? Can we use the vacancy as a cross-training opportunity for interested staff?
6. As managers, have we taken advantage of staff’s interest in flexible work arrangements and telecommuting to maximize individual productivity and over-crowding office space?
7. Have we asked staff if anyone wants to participate in the early retirement?
8. Are we really getting benefits from all our subscriptions, publications and memberships? Are there any that should be cancelled?
9. Are we sure that we have considered every viable option before recommending laying off any staff?

Checklist for Implementing a Layoff:
Have you:

1. Considered all cost saving measures before contemplating layoffs?
2. Consulted with Employee and Labor Relations as soon as your company contemplated reducing staff?
3. Worked with E & LR to understand your notice requirements and discuss how and when to communicate to management and staff about impending layoffs?
4. Determined which positions/classifications will be impacted by layoffs?
5. Provided seniority ranking list to E & LR for individuals in affected classifications?
6. Determined if a special skills exception needs to be requested?
7. Encouraged an open door policy in which employees can come to you to share their concerns and feelings about the reduction of staff within the company or department?
8. With E & LR’s help, drafted a layoff letter for each employee being laid off or reduced in time?
9. Scheduled individual meetings with each employee to be laid off/reduced in time?
10. Distributed layoff letters
11. Informed the employee about Outplacement resources?
12. Met with the rest of the staff after the layoff action to inform them about the layoff and to address issues as workload and redefinition of roles?

How to tell the Employee: Your Job is Being Eliminated

Good communication is absolutely critical in the planning and implementation of layoffs. While the information you have to present is not pleasant, employees must hear it directly and honestly from management not from rumor mill.
Telling employees that they are going to be laid off is never an easy task. You may experience anxiety and guilt about having to take the action. Recognize that these feelings are normal. Making sure that you treat the employee humanely and compassionately will help to make this difficult situation more tolerable for both of you.

In preparing to meet with employees being laid off, take these steps:

1. Develop a communications plan on how and when to communicate to management and staff about impending layoffs.
2. Prepare for the next steps: Discuss logistical considerations such as last day of work and the return of keys, etc.
3. Be ready emotionally: Remember that you are not personally responsible for the layoff/reduction in time.
4. Prepare for the employee’s reaction: the employee may be upset or angry. He/she may blame you. Anticipate such a reaction so that you can be prepared to handle it in the best possible way.

Tips to talking to the employee
DOs

1. DO speak to the employee in a private place
2. DO get right to the point
3. DO recognize the employee’s contribution to the unit and to the company
4. DO briefly explain the reasons for the layoff
5. DO listen to the employee and wait for a response
6. DO restate the message if necessary
7. DO describe the assistance of Outplacement
8. DO explain the importance of using the Outplacement services
9. DO give the employee the layoff letter
10. DO clarify the separation date
11. DO offer support and a sympathetic ear; listen without being defensive
12. DO schedule a later meeting to discuss logistics such as turning in keys, etc.
13. DO be available to address the employee’s issues and concerns about the layoff

DON’Ts

1. DON’T engage in small talk
2. DON’T use humor
3. DON’T be apologetic
4. DON’T defend, justify or argue
5. DON’T threaten
6. DON’T identify others being laid off
7. DON’T try to minimize the situation
8. DON’T personalize the anger

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