Post by ladams on Mar 16, 2021 18:13:29 GMT
Message to the Managers: Web meeting via zoom platform
I asked everyone to meet with me today to share some difficult news. As you know, Covid-19 has had a dramatic and unforeseeable impact on the economy. Our business is experiencing the same difficulties as many other businesses. Unexpected budget cuts have impacted us due to the need for the city to reduce some of their contracts, which includes contracts held with us. Unfortunately, these cuts affect current jobs within our companies and will impact the overall service delivery for the participants. I understand this news comes when there are many uncertainties. We all feel exhausted from dealing with the effects of Covid-19 over the past year, whether it is through our personal or professional lives, but I want to assure you we are in this together. I know you have lots of questions at this time, and I will be providing the opportunity for you to pose those questions after discussing some of the next steps with you which include how you will deliver this message to your staff and participants. I will also share some resources that may assist in dealing with these difficulties.
Message to program staff: Web meeting via zoom platform. The meeting will be held towards the end of the day.
Good afternoon Staff- I asked everyone to meet with me today to share some difficult news. As you know, Covid-19 has had a dramatic and unforeseeable impact on the economy. Our business is experiencing the same difficulties as many other businesses. Unexpected budget cuts have impacted us due to the need for the city to reduce some of their contracts, which includes contracts held with us. Unfortunately, these cuts affect current jobs within our companies and will impact the overall service delivery for the participants. I understand this news comes when there are many uncertainties. We all feel exhausted from dealing with the effects of Covid-19 over the past year, whether it is through our personal or professional lives, but I want to assure you we are in this together. I know you have lots of questions at this time, and I will be providing the opportunity for you to pose those questions after discussing some of the next steps with you which include how this will be communicated to the program participants and their families/caregivers.
What is the core message for the first communication? Information on impending budget cuts due to loss of contracts. Provide communication on steps being taken to adjust to pending changes. A demonstration of ongoing unity and empathy during this shared experience.
What are the secondary messages for the first communication? Explaining how the agency will maintain effective communication with all external and internal stakeholders. Providing an opportunity for employees to ask any additional questions and express their current concerns, fears.
Message to program participants.
(This message will be addressed in memo form to the participants, families/caregivers/group homes.)
We are all facing unprecedented times and all in this together. Please be aware that the well-being of our employees and program participants are our top priority. As you know, Covid-19 has had a dramatic and unforeseeable impact on the economy. Our business is experiencing the same difficulties as many other businesses. Unexpected budget cuts have impacted us due to the need for the city to reduce some of their contracts, which includes contracts held with us. Unfortunately, these cuts will have an impact on us all, affecting current jobs within our companies and overall service delivery for our participants. The Senior team has comprised alternative measures to ensure we are able to continue providing adequate program services with minimal disruption to the participants. We have set up several virtual townhall meetings to discuss these options in more detail. You can register for these meetings through our website or by clicking the link included in this memorandum.
(Registration link http://www.mvle.registration.org)
We have also included our contact information below. Please do not hesitate to contact us with any additional questions or concerns that you may have. We understand that this information is difficult to hear, but we want to assure that the agency will continue to be a supportive resource to you. It may seem unclear at first, but as things progress, through our ongoing efforts we hope you come to see your well-being and success is our top priority.
What is the core message for the first communication? Providing information on budget cuts that that will result in modifications to jobs and service delivery. Provide reassurance that the agency is here to provide continued support and resources. Communicating programming changes that have been made to ensure on-going services provision as much as possible.
What are the secondary messages for the first communication? Informing participant and employees of existing resources for personal support, updates, and ongoing communication. Demonstrating our commitment to supporting their emotional well-being and promoting access to extended circles of support.
What are the talking points for the staff to convey of asked questions by the program participants:
• Letting the participants know that the agency is committed to ensuring a smooth and disruptive transition to alternative programming.
• Explaining what the services will look like moving forward.
• Provide information on methods for receiving updates on pending agency changes.
• Ensuring contact information for agency leadership or division management if additional questions, concerns, or changes in their personal status occurs.
Vehicles and Frequency of communication:
Weekly meetings and/or communications via:
• Email communications
• Memorandums
• Phone Calls
• Townhall/staff meetings- via zoom platform
Resources for managers/staff and program participants:
• Employee benefit information/Human Resources
• Information of internal job posting.
• Resume assistance
Virginia Employment Commission (VEC) - www.vec.virginia.gov
Northern Virginia Workforce Investment Board(www.myskillsource.org) Employee Assistance Program
(EAP)-CCA@YourService is available 24/7 at 800 - 833 – 8707. (myccaonline.com)
Influential Communication: Module 3: Delivering Complicated Messages
When delivering complicated messages to the team, the Sr. Director must ensure the following before the initial meeting.
• Ensure, he/she fully understand what's occurring and why
• the message is direct and concise
• Ensure the information is delivered promptly- be careful not to allow too much time to pass between the leader receiving the information and ensuring your team and other affected persons are informed.
• The Sr. Director must know how to show empathy and appropriate body language.
• Establish next steps-Since jobs will inevitably be lost, speak to other division heads to see if they have any job openings that the employees can either transfer or apply for.
• For program participants: the leader will need to establish meetings with internal and external stakeholders and the participant, including notifications to funders.
• Check into and have outlined various resources for the staff and participants.
Delivering the message to the managers and their staff should be an all-team meeting. The division is not significant in size, and this will ensure everyone hears the same message at once; rumors or false information are less likely to spread throughout the company. The meeting should be brief, but careful not to rush the information.
The meeting could start with the opening statement; I asked everyone to meet with me today to share some difficult news. As you know, Covid-19 has had a dramatic and unforeseeable impact on the economy. Our business is experiencing this no differently than any other business. Unexpected budget cuts have impacted us by the need for the city to reduce some of their contracts, including contract we hold. Unfortunately, these cuts effect current jobs and will have an impact for both staff and participants. I am still obtaining detailed information as we speak, but I will update you as soon as I learn more.
Talking points:
• convey option for other job opportunities within the agency
• communicate setting up meetings between managers and direct supports in the upcoming days/weeks to discuss these options
• provide resources for setting up assistance with updating resumes and providing opportunities for career assistance outside the agency
• Information sharing on alternative placements internally and externally for the program participants ensures the staff has the support they need to communicate effectively to them clearly.
• Provide a high-level overview of what you're doing to solve the problem- (or at least address that you have a plan)
Allow time for questions; be prepared to answer those questions honestly. Be sincere in response to those questions- acknowledge their fears/concerns. After answering questions, end with this:
It is a challenging time for us all, and this change is happening at a rapid pace, but (we) are here to support you through these difficult times. We will get through this together. You could recap what's next and, ideally, end on a good note. (after the meeting is over, it is advisable to remain present for a few to observe all employee’s reaction to the news further)-
Follow up with written and oral communication. Meet with staff and external stakeholders frequently to combat the rumor mill. Have town hall meetings while being transparent with the truth and the state of the division. The team will conduct information sharing meetings simultaneously with participants and parents on a continued bases.
The message will be delivered in different forms for program participants, such as internal meetings, memos, weekly or bi-weekly updates on the progress, changes to program delivery, and job placement. The managers could craft a message with the following talking points for staff to implement:
We understand that this information is difficult to hear, and we want you to know that the agency is here for you. We are your team, and together we will get through this. It may seem not easy at first, but you will see how the efforts to ensure your well-being and success are our top priority as things progress. Ensure including in the meetings resources that will help the participant and their family/caregiver make informed decisions based on the need, including what's best for them per their interest.
Resources:
DARS- www.vadars.org
Virginia Employment Commission (VEC) - www.vec.virginia.gov
Fairfax County Community Services Board - www.fairfaxcounty.gov/communityservicesboard
Northern Virginia Workforce Investment Board(www.myskillsource.org)
EAP, CCA@YourService is available 24/7 at 800 - 833 – 8707. (myccaonline.com)
I asked everyone to meet with me today to share some difficult news. As you know, Covid-19 has had a dramatic and unforeseeable impact on the economy. Our business is experiencing the same difficulties as many other businesses. Unexpected budget cuts have impacted us due to the need for the city to reduce some of their contracts, which includes contracts held with us. Unfortunately, these cuts affect current jobs within our companies and will impact the overall service delivery for the participants. I understand this news comes when there are many uncertainties. We all feel exhausted from dealing with the effects of Covid-19 over the past year, whether it is through our personal or professional lives, but I want to assure you we are in this together. I know you have lots of questions at this time, and I will be providing the opportunity for you to pose those questions after discussing some of the next steps with you which include how you will deliver this message to your staff and participants. I will also share some resources that may assist in dealing with these difficulties.
Message to program staff: Web meeting via zoom platform. The meeting will be held towards the end of the day.
Good afternoon Staff- I asked everyone to meet with me today to share some difficult news. As you know, Covid-19 has had a dramatic and unforeseeable impact on the economy. Our business is experiencing the same difficulties as many other businesses. Unexpected budget cuts have impacted us due to the need for the city to reduce some of their contracts, which includes contracts held with us. Unfortunately, these cuts affect current jobs within our companies and will impact the overall service delivery for the participants. I understand this news comes when there are many uncertainties. We all feel exhausted from dealing with the effects of Covid-19 over the past year, whether it is through our personal or professional lives, but I want to assure you we are in this together. I know you have lots of questions at this time, and I will be providing the opportunity for you to pose those questions after discussing some of the next steps with you which include how this will be communicated to the program participants and their families/caregivers.
What is the core message for the first communication? Information on impending budget cuts due to loss of contracts. Provide communication on steps being taken to adjust to pending changes. A demonstration of ongoing unity and empathy during this shared experience.
What are the secondary messages for the first communication? Explaining how the agency will maintain effective communication with all external and internal stakeholders. Providing an opportunity for employees to ask any additional questions and express their current concerns, fears.
Message to program participants.
(This message will be addressed in memo form to the participants, families/caregivers/group homes.)
We are all facing unprecedented times and all in this together. Please be aware that the well-being of our employees and program participants are our top priority. As you know, Covid-19 has had a dramatic and unforeseeable impact on the economy. Our business is experiencing the same difficulties as many other businesses. Unexpected budget cuts have impacted us due to the need for the city to reduce some of their contracts, which includes contracts held with us. Unfortunately, these cuts will have an impact on us all, affecting current jobs within our companies and overall service delivery for our participants. The Senior team has comprised alternative measures to ensure we are able to continue providing adequate program services with minimal disruption to the participants. We have set up several virtual townhall meetings to discuss these options in more detail. You can register for these meetings through our website or by clicking the link included in this memorandum.
(Registration link http://www.mvle.registration.org)
We have also included our contact information below. Please do not hesitate to contact us with any additional questions or concerns that you may have. We understand that this information is difficult to hear, but we want to assure that the agency will continue to be a supportive resource to you. It may seem unclear at first, but as things progress, through our ongoing efforts we hope you come to see your well-being and success is our top priority.
What is the core message for the first communication? Providing information on budget cuts that that will result in modifications to jobs and service delivery. Provide reassurance that the agency is here to provide continued support and resources. Communicating programming changes that have been made to ensure on-going services provision as much as possible.
What are the secondary messages for the first communication? Informing participant and employees of existing resources for personal support, updates, and ongoing communication. Demonstrating our commitment to supporting their emotional well-being and promoting access to extended circles of support.
What are the talking points for the staff to convey of asked questions by the program participants:
• Letting the participants know that the agency is committed to ensuring a smooth and disruptive transition to alternative programming.
• Explaining what the services will look like moving forward.
• Provide information on methods for receiving updates on pending agency changes.
• Ensuring contact information for agency leadership or division management if additional questions, concerns, or changes in their personal status occurs.
Vehicles and Frequency of communication:
Weekly meetings and/or communications via:
• Email communications
• Memorandums
• Phone Calls
• Townhall/staff meetings- via zoom platform
Resources for managers/staff and program participants:
• Employee benefit information/Human Resources
• Information of internal job posting.
• Resume assistance
Virginia Employment Commission (VEC) - www.vec.virginia.gov
Northern Virginia Workforce Investment Board(www.myskillsource.org) Employee Assistance Program
(EAP)-CCA@YourService is available 24/7 at 800 - 833 – 8707. (myccaonline.com)
Influential Communication: Module 3: Delivering Complicated Messages
When delivering complicated messages to the team, the Sr. Director must ensure the following before the initial meeting.
• Ensure, he/she fully understand what's occurring and why
• the message is direct and concise
• Ensure the information is delivered promptly- be careful not to allow too much time to pass between the leader receiving the information and ensuring your team and other affected persons are informed.
• The Sr. Director must know how to show empathy and appropriate body language.
• Establish next steps-Since jobs will inevitably be lost, speak to other division heads to see if they have any job openings that the employees can either transfer or apply for.
• For program participants: the leader will need to establish meetings with internal and external stakeholders and the participant, including notifications to funders.
• Check into and have outlined various resources for the staff and participants.
Delivering the message to the managers and their staff should be an all-team meeting. The division is not significant in size, and this will ensure everyone hears the same message at once; rumors or false information are less likely to spread throughout the company. The meeting should be brief, but careful not to rush the information.
The meeting could start with the opening statement; I asked everyone to meet with me today to share some difficult news. As you know, Covid-19 has had a dramatic and unforeseeable impact on the economy. Our business is experiencing this no differently than any other business. Unexpected budget cuts have impacted us by the need for the city to reduce some of their contracts, including contract we hold. Unfortunately, these cuts effect current jobs and will have an impact for both staff and participants. I am still obtaining detailed information as we speak, but I will update you as soon as I learn more.
Talking points:
• convey option for other job opportunities within the agency
• communicate setting up meetings between managers and direct supports in the upcoming days/weeks to discuss these options
• provide resources for setting up assistance with updating resumes and providing opportunities for career assistance outside the agency
• Information sharing on alternative placements internally and externally for the program participants ensures the staff has the support they need to communicate effectively to them clearly.
• Provide a high-level overview of what you're doing to solve the problem- (or at least address that you have a plan)
Allow time for questions; be prepared to answer those questions honestly. Be sincere in response to those questions- acknowledge their fears/concerns. After answering questions, end with this:
It is a challenging time for us all, and this change is happening at a rapid pace, but (we) are here to support you through these difficult times. We will get through this together. You could recap what's next and, ideally, end on a good note. (after the meeting is over, it is advisable to remain present for a few to observe all employee’s reaction to the news further)-
Follow up with written and oral communication. Meet with staff and external stakeholders frequently to combat the rumor mill. Have town hall meetings while being transparent with the truth and the state of the division. The team will conduct information sharing meetings simultaneously with participants and parents on a continued bases.
The message will be delivered in different forms for program participants, such as internal meetings, memos, weekly or bi-weekly updates on the progress, changes to program delivery, and job placement. The managers could craft a message with the following talking points for staff to implement:
We understand that this information is difficult to hear, and we want you to know that the agency is here for you. We are your team, and together we will get through this. It may seem not easy at first, but you will see how the efforts to ensure your well-being and success are our top priority as things progress. Ensure including in the meetings resources that will help the participant and their family/caregiver make informed decisions based on the need, including what's best for them per their interest.
Resources:
DARS- www.vadars.org
Virginia Employment Commission (VEC) - www.vec.virginia.gov
Fairfax County Community Services Board - www.fairfaxcounty.gov/communityservicesboard
Northern Virginia Workforce Investment Board(www.myskillsource.org)
EAP, CCA@YourService is available 24/7 at 800 - 833 – 8707. (myccaonline.com)