The communicating difficult information

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Management

Business Communication: communicating difficult information on the part of manager
It is true that effective communication is necessary in business because the necessity of any
information can come to the mind of employees(Andrews, 2017). When the company brings
new change, it is essential to communicate those changes with the employees. In the given
scenario, it has found that company shuttle has been reduced to twice a week due to
increasing coronavirus. The coronavirus has led the company to tough timed and it further
decided to remove all the unnecessary expenses. In every organisation, managers have to
discuss the difficult information to people working on different levels in organisation.
Managers therefore require to tell employees that difficult conversation might lead to short
team anxiety but it benefits in long-term. In order to overcome the stress or resistance on the
part of employees, manager is required to think about the positive side of new policy or
potential opportunities that the changing policy might bring (Pearlson, Saunders and Galletta,
2019).
Managers have to face such scenario due to challenging economic times. Creating the
resilient team is the key for manager to convey difficult information; manager can take the
extra time for communicating with the workers for reminding them the good progress that
they have made. A manager is required to make clear to the employees that if they will accept
the changing policy, several opportunities will come to them in future. It is true that if they
will hear this news, they either disagree with it or disappoint. Therefore, it is the duty of
manager to give them a hope. It is also true that energetic words of the manager might help in
getting the support for the policy acceptance. Highlighting success rather than failure in such
situation is more important for a manager to deliver such difficult information. Manager can
convey the powerful words such as lets act on it now and overcome the problem. Such kind
of lines brings positivity in the mind of employees to help their organisation in such situation
(Braley et al, 2019). In addition to this, it is also true that workers always value integrity
above all other traits in leader. It is necessary to sugar coat the difficult message when a
manager want to help the employees feel motivated and secure. Listening is however the
critical non-technical skills for managers. Staff members always need to know that
organisation will take their concern seriously when they have something in their mind or any
question. Active listening however gives the full attention to person by giving emphasis on
words. A time of change is to the most crucial time to keep people more in loop. During the

crisis situation, employees also want extra support from the management (Trevino and
Nelson, 2016).
For ensuring the effective communication, it is not feasible to just communicate the message
through email. As per the scenario, it is suggested to hold a meeting in order to communicate
the reason behind changing policies. The positive benefits of curtailing such expenses for
limited time frame can be brought into notice in employees mind. Organisation information
theory also ensures the effective communication by reducing the doubts for extracting the
necessary information from the extra ones. By communicating, the reasons for bringing this
policy can be effectively taught by the manager. In addition to this, manager is required to
gather the information regarding all those expenses that can increase the cost of company.
This is the most significant way to tell employees all these expenses will bring the company
to a better position again (Genc, 2017).
For convincing the employees for new policy, manager can effectively outline the welfare
schemes that company have already undertaken for its employees. If company wants help
once in ten or twenty years, then employees should also cooperate. A presentation or meeting
can be taken of those employees who were taking the transportation services from the
organisation. An effective communication can be done with those employees regarding the
employees support in such situation. If employees are retained in organisation for so long, it
means company must be fulfilling all the requirement of employees. However, it is also the
duty of employees to support its employees. During the situation of coronavirus, if company
is taking all precautions for their employees so that their financial situation does not impact,
then employees should also understand the concern. In order to ensure the acceptance from
the entire employees, manager can also convince the top management for providing extra
reward to employees who will perform exceptionally in such situation. Afterwards, a certain
amount of compensation or reward can be announced to the employees so that they get
motivated for accepting the new policy that is made by the employees. However, it is also
required to give them space or time for response. Employees will definitely give time to think
if organisation have invested money, time or trust in them, employees should also invest
some of their trust, time, and support for the betterment of the organisation. At the same time,
manager can also share its own feeling on this policy to show and build trust, as well as
empathy. Rather than blaming the top management for bad news, it is necessary to show
people distancing yourself in such situation are unprofessional and unfair (Snina et al, 2017).

Presentation is one such technique that proves to be effective for getting acceptance from the
employees. The productivity chart or graph can be prepared by the manager that will let the
employees know about the current situation of the company due to this situation. The graph
can be prepared where it will clearly show the down falling in the organisation performance.
A leader is the person who can also contributes in the wellbeing of the organisation by
effectively coordinating with its team members. In the situation of coronavirus, if company
will not exclude its unnecessary expenses, it will directly put impact on the cost. When cost
will be impacted, company will not be able to function properly, these consequences can be
conveyed to the employees. Ultimately, negative output of the organisation also brings
negative impact on the appraisal of their performance. In order to ensure the acceptance from
the entire employees, manager can also convince the top management for providing extra
reward to employees who will perform exceptionally in such situation. At the same time, if
company will not be able to reduce its unnecessary expenses, its cost will increase. The
increasing cost will increase the prices of its product and will show the negative contribution
in CSR. As a result of this, company image will show negative which will ultimately put
impact on the employees. By communicating such negative outcomes of the company
performance due to increasing cost, company will be able to convince its employees. Rather
than only using business communication theory, company should also give emphasis on
following a procedure for making employees to accept the change:
1. Clearly define why change is bringing in the organisation, how the changes will be
done and how it is going to affect them. Company is also required to ensure face to face
meeting while communication changes. When leader will be clarified with the changes in
policy, it will be able to effectively communicate with its team members. A short presentation
in such a situation is required to be present which will address all the possible queries of the
employees due to such changing policy. Therefore, no question of confusion will remain in
the mind of team members (Gertler, 2017).
2. Provide proper and concrete evidence to the employees why change is required. It is
essential to showing workers that it is necessary reduce unnecessary expenses at this time. a
comparison graph of the organisation situation can be made which will help in knowing the
current situation of organisation during such crisis. It is because visual graph or pictures help
in making employees more clear regarding any new policy or bad news (Malyuga and
Orlova, 2017).

3. Offer support to employees: company should offer support to employees by stating
that if company will be able to perform better in this situation also, they will definitely be
given some extra benefits. In such a situation a leader is the person who can keep in touch
with the employees during such situation. If any employee is having critical financial issue,
he or she can support the employee. This will show the sense of concern for those employees
who genuinely facing major issue.
4. Encourage the questions from employees: in this situation, it is necessary to making
sure that employees should feel comfortable about asking any problem or question. When
every answer of the employee will asked in such situation, a sense of support and
achievement will be seen from the management side. Due to this, they will ensure that
management is also putting forward their genuine concern (Kmetz, 2018).
However, on the critique side, it can be stated that it is better to involve the trade union and
leaders in such situation. Without directly telling manager to communicate with the
employees, it is better to pass this concern to the trade unions so that further communication
for such situation with the leader for such situation. The reason behind choosing leader for
such situation is the bonding of employees. Leader is the person who is effectively able to
show the current problems that company is facing. Leader can also take the initiative or
concern by its own if any team member will perform exception, he himself provide some
assistance to the person for extraordinary performance. During the situation of coronavirus, if
company is taking all precautions for their employees so that their financial situation does not
impact, then employees should also understand the concern. In order to ensure the acceptance
from the entire employees, manager can also convince the top management for providing
extra reward to employees who will perform exceptionally in such situation. It is true that
employees are much familiar with the leaders so that they will accept the situation when
leader will communicate the change to their team members. Leader is the person who will
prove to be effective for examining the why behind such policy change. Before manager, it is
therefore effective for leader to communicate such change. Once the team will understood the
reasons behind bringing such change, manager can undertake a short discussion for the
changes in policy and reason behind it. In this way, honest feedback will play the powerful
role.
In this way, effective communication will help in clearing the expectations from employees
regarding new policy. Clear expectations will help in getting the acceptance on employees
side. In the situation of delivery bad information, manager is therefore required to effectively

develop and execute the communication plan to give the message. Quality of communication
in such situation is most significant rather than just throwing the information with team
members. In short, manager or relevant party who is delivering the message is required to be
clear, and honest with the message. Rather than manipulating the information, it is better to
convey the message with the significant reasons why company is doing so. This will;
definitely help in getting acceptance on the part of employees.

References
Andrews, D.C., 2017. A space for place in business communication research. International
Journal of Business Communication, 54(3), pp.325-336.
Braley, R., Fritz, R., Van Son, C.R. and Schmitter-Edgecombe, M., 2019. Prompting
technology and persons with dementia: the significance of context and communication. The
Gerontologist, 59(1), pp.101-111.
Coffelt, T.A., Baker, M.J. and Corey, R.C., 2016. Business communication practices from
employers’ perspectives. Business and Professional Communication Quarterly, 79(3),
pp.300-316.
Genç, R., 2017. The importance of communication in sustainability & sustainable
strategies. Procedia Manufacturing, 8, pp.511-516.
Gertler, M.S., 2017. “Being there”: proximity, organization, and culture in the development
and adoption of advanced manufacturing technologies. In Economy (pp. 351-376). Routledge.
Kmetz, J.L., 2018. The Information Processing Theory of Organization: Managing
technology accession in complex systems. Routledge.
Malyuga, E.N. and Orlova, S.N., 2017. Linguistic pragmatics of intercultural professional
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Pearlson, K.E., Saunders, C.S. and Galletta, D.F., 2019. Managing and using information
systems: A strategic approach. John Wiley & Sons.
Sanina, A., Balashov, A., Rubtcova, M. and Satinsky, D.M., 2017. The effectiveness of
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Polity, 22(4), pp.251-266.
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