62 Communicating Difficult News to a Team (5.1.4)
Kristen McLeod
As a manager, there will be times when you need to share difficult news with your team. This may include missed targets, budget reductions, or organizational changes. How you communicate this news can strongly impact team morale and productivity. It is important to deliver the message clearly, with empathy, and constructively.
Preparing for the Conversation
Before speaking with the team, take time to plan your message. Think about how team members might react and how you will respond. Understand the reasons behind the situation and what steps to follow. Being well-prepared will help you answer questions and provide reassurance.
Delivering the Message
When it is time to deliver the news, be direct and honest, but also show empathy. Start by recognizing that the situation is difficult and may affect the team. Clearly explain the facts—avoid sugar-coating, but do not create unnecessary fear. Focus the conversation on finding solutions and working together as a team. This can help shift attention toward what can be controlled and how the team can respond positively.
Example Approach
“We’ve received some difficult news today regarding our Q3 targets, and I know this will be disappointing. I want to be honest about what this means and explain the steps we must take. It isn’t easy to hear, but I believe in our team’s ability to move forward together. Let’s take this as a chance to review our approach and look for ways to improve.”
Managing Reactions and Providing Support
After delivering the message, give team members space to respond and ask questions. Listen carefully and validate their feelings. Be ready to provide clear answers. Offer support where possible, including access to resources, time to adjust, or simply being available to talk. Showing support helps the team feel valued and respected during difficult times.
Maintaining Team Morale
Even during setbacks, it’s essential to keep the team motivated. Focus on any positives that can be taken from the situation, such as lessons learned or new opportunities. Remind the team of the value of their work and show confidence in their ability to meet challenges. Leading with empathy and honesty can help your team stay focused and resilient.
References
References are at the end of this chapter.
