Note: You must have your manager's approval before announcing any restructure proposal.
The manner in which the proposal is to be introduced to employees will vary depending on the circumstances.
In a large re-organisation it may be necessary to initially brief the managers involved in the process.
As soon as possible thereafter, give all employees in the area directly affected advance notice of a meeting (to be held the following day) to discuss the proposed restructure. It is important to advise them of their right to representation at the meeting.
Then present the proposal to the employees in the area directly affected. If it is intended that an employee’s role will disappear, it is usually a good idea to give them a “heads up” before the formal presentation.
After the announcement, communicate with other employees in the business to give them an overview of what is going on in the affected area. This could be done by newsletter or email.
The more professionally you can present the proposal the more employees will be convinced it has been properly conceived.
Make the presentation uninterrupted and take questions at the end. Answer any questions directly and to the point. If you don’t know the answer to a particular question then say so, but get back with the answer as soon as possible.
Provide an information pack for each employee containing all they need to know, including feedback forms. This pack may be very comprehensive or may just include a one page summary of the key points. Don’t forget to remind employees about their right to representation in the process.