Episode #6 - Communicating about a reorganization faster than office gossips
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Onirio delves, just for you, into all those delicate, sometimes seemingly improbable (but oh-so-real!) challenges that the world of management throws our way. In each episode, you'll find tips to gain some perspective and expertly navigate through your tricky managerial situations
The latest was on the theme of recognition: Episode #5 - Recognizing the work of your teams when you have no leverage over their remuneration.
For this episode, we're going to look at a strange phenomenon that is present in many companies: radio-matting!
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Today's Tricky Situation: How to communicate about a reorganization faster than office gossips?
You're a manager and you've been informed of a transformation project that will impact your team's work. You're still waiting to get all the information before announcing it to your team.
But here it is: Office gossip is at work, and rumors are starting to circulate! This worries your team members, who are beginning to approach you with questions…
What can I say? What to do?
Does it make sense to communicate faster than rumors?
It's quite uncomfortable to communicate about a project impacting your teams when the project isn't entirely finalized, the timeline is uncertain, or key decisions have yet to be made.
However, you stand to gain a lot by communicating quickly and transparently to your teams:
You put a stop to rumors by having better control over what is said to employees
You avoid being in an uncomfortable position constantly deciding what you say or don't say to this or that person.
You receive feedback on the project more rapidly, which can feed your thinking and help you make decisions.
You give employees more time to adapt to upcoming changes
How to proceed?
🔎 Find out what you can and cannot say
Certainly, in some cases, you can't disclose everything!
This can be justified for a project that's particularly strategic for the company (e.g., an acquisition or divestment) or a project that involves consultations with employee representatives.
Get informed!
In the case of a project that needs to go through employee representative committee:
Find out about the schedule for presenting the project
Coordinate with the project leaders on the messaging
If you communicate before the Works Council has issued an opinion, use conditional language and don't forget to mention that it's a "draft version" in your communications
📢 Prepare your communication plan and communicate!
Analyze the project's timeline to determine the key moments to communicate and mobilize, if necessary, some or all of the colleagues.
Plan the first project information sessions as early as possible
Clearly explain the reasons for the reorganization and what will change: highlight the benefits for the company and its employees, but be honest about potential consequences.
Listen to employees' expectations and answer questions transparently. Indicate that you are available for one-to-one discussions if needed.
Provide regular updates on project progress: at least once a month is a good frequency for most transformation projects.
What if office gossips were faster than you?
In most companies, despite your efforts, rumors can spread faster than official communication. It's almost as if office gossip is faster than light...
Imagine a situation where an employee approaches you in a team meeting: "I hear there's a major reorganization coming up and our team is going to disappear. Is that true?"
How should you react?
⛔ Mind the mistakes!
Denying the existence of the project when it's already in progress "This rumor has no basis; there's no reorganization planned..."
Claiming you're not informed when you are: "I'm not at all aware of that..."
Disclosing full information while it's still confidential "Well, since you're already aware, here are the details of what's going to happen..."
💬 Question and trace back the rumor
Question to understand the rumor and identify how employees got the information: "Can you clarify what information you've heard? What would you like to know? Where did this information come from?"
Be as transparent as possible, respecting the rules of social dialogue and the established communication plan: "I've heard this rumor, but I can't discuss it yet. A study is underway, and I'll be able to discuss it after the Works Council consultation scheduled for...".
Relay to the project team the information that's circulating to adjust the communication plan if necessary.
À for the next episode!
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This management situation explored with 💙 by Onirio was brought to you by Celia Santiago.