Delivering difficult news

The purpose of this assignment is to practice the skills of professional business communication during times of organizational change. Leaders are often required to deliver difficult news to employees while still demonstrating empathy, professionalism, and strategies for maintaining trust. This assignment will strengthen your ability to write with clarity, compassion, and credibility in high-stakes situations.

Scenario

You are the head of the human resources department or a senior leader at an organization with 400 or more employees. The company is facing a challenge that requires you to deliver difficult news to employees. Examples may include the following:

• Layoffs or workforce reductions
• Closure of a department, office, or facility
• Mandatory changes to work schedules or other operational policy changes.

Your task is to write a professional letter to employees that communicates the decision related to your selected difficult news situation. Use the attached “Delivery Difficult News” template to complete this assignment.

Section A – Write the Letter

Using your selected difficult news, in Section A of the provided template, write an internal letter (400500 words) that addresses the following:

• Clearly communicates the difficult news.
• Conveys empathy, support, and care for employees.
• Identifies how the organization will support employees through the transition.
• Demonstrates methods of building and maintaining trust while enhancing credibility during the noted organizational change. Consider items such as transparency, consistency, fairness, and follow-up communications.

Section B – Use AI to Revise

Refer to “Tips and Tricks for Effective Prompting” as needed for assistance in writing an appropriate prompt using generative AI. In “Section B” in 250-300 words, write an internal letter that addresses the following:

• Submit your original letter to an approved AI writing tool.
• Using an approved, generative AI tool, prompt the AI tool to reduce your letter’s content by about 30% while maintaining clarity and tone.
• Copy and paste this AI-generated, shorter version into “Section B” of the provided template.
• Save and submit the full messages and prompts from the AI tool and submit it as a separate attachment in the digital classroom along with your completed template.

Section C – AI Reflection

In “Section C” in 150 – 200 words, write a reflection comparing your original letter with the AI-revised version, and discuss various communication nuances when communicating difficult news. Specifically, address the following:

• What was improved (if anything) by the AI reduction? What was weakened or lost in tone, empathy, or clarity?
• Which version do you think would be more effective in a real-world workplace, and why? What does this exercise reveal about the strengths and limitations of AI in sensitive organizational communication and the importance of crafting a good prompt.

Section D – Change Management Reflection

In “Section D” of the template in 150200 words

• How should leaders balance efficiency and conciseness with the compassion and detail needed when crafting difficult messages? Provide one or two techniques you used in addressing this challenging news effectively related to this change management circumstance.
• What would resistance to the communicated change look like in your company’s scenario? What might be two reasons for the failed communication regarding the change effort?

General Requirements

While the use of an AI tool is permitted to complete this assignment, adherence to the guidance on acceptable use and citation of AI-generated content from your instructor and the University Policy Handbook is expected. Access the AI Resource Center, located in the Student Success Center, via Classroom

Policies in the digital classroom for information on usage of AI tools.

Prepare this assignment using effective business writing style. Refer to the resource, “Effective Business Writing,” located in Class Resources, for specific guidelines and formatting requirements.

This assignment uses a rubric. Please review the rubric prior to beginning the assignment to become familiar with the expectations for successful completion.