When in doubt, communicate more. It’s better to over-communicate and give your employees and the union a heads-up than to leave people feeling blindsided.
Below are 12 tips for managers when giving proper notice before making major changes:
1. Notify Employees and Union Early
- Provide advance written notice before implementing changes to wages, hours, schedules, duties, policies, or working conditions.
- Early notice builds trust and reduces and surprises or resistance.
2. Understand What Counts as a “Major Change”
- Changes requiring notice typically include:
- Pay structure or benefits
- Work schedules, shifts, or break times
- Job duties or workloads
- Safety policies or disciplinary procedures
- Remote work/hybrid arrangements
- Technology that affects job tasks
3. Provide Formal Notice to the Union
- Offer to meet with representatives of the union in advance of the change.
- Give the union enough information to understand the proposed change.
- Follow contract requirements for timelines, meetings, and written communication.
4. When Contractually Required, Bargain in Good Faith Before Implementing Changes
- Don’t make unilateral decisions about mandatory subjects of bargaining.
- Give the union a chance to discuss alternatives or impacts.
5. Document Everything
- Keep records of:
- Written notices sent
- Dates and times of meetings
- Proposals and counterproposals
- Agreements reached
- Documentation protects the organization from ULP claims.
6. Communicate the “Why” Behind the Change
- Employees are more accepting when they understand the business rationale.
7. Give Time for Questions and Feedback and Be Available for Follow up Conversations
- Host meetings or Q&A sessions.
- Listen carefully and avoid the appearance of imposing change abruptly.
8. Keep Communication Honest. Don’t Sugarcoat or Speculate.
- Stick with confirmed facts and be upfront about what is still uncertain.
- Be transparent with your answers
9. Roll Out Changes Gradually When Possible
- Phasing changes in can reduce confusion and resistance.
10. Provide Training to Supervisors
- Make sure your managers and supervisors know exactly what they are being asked to implement.
- What they can and cannot say
- When they must involve HR
- How to handle employee questions lawfully
11. Tailor the Message to Different Audiences
- Customize details for teams or roles directly affected to avoid confusion or unnecessary anxiety.
12. Use Consistent, Multi-Channel Communication
- Announcements should be shared in writing and reinforced in meetings to ensure they’re seen and understood