Deliver Bad News as a Manager: Playbook for Leaders

When the News Is Bad
Research by Bies & Moag shows that employees’ perceptions of managerial credibility and fairness often hinge on how difficult conversations are handled. Yet, despite its importance, many managers approach bad news with avoidance or over-sanitization, inadvertently eroding confidence and trust.  If you do not know how to deliver bad news as a manager, it is time you learn before it is too late.

Unfortunately, we know from people manager assessment center data that too many new or inexperienced managers find it so difficult that they tend to avoid sharing bad news altogether.  Or even worse, they talk about how difficult is is for THEM instead of focusing on YOU — just as the CEO of Better.com, Vishal Garg who fired about 900 people over ZOOM and spoke about himself and how hard it was for him versus the impact on those being let go and left behind.

How to Deliver Bad News as a Manager
By following a few simple rules of advice from experienced leaders, however, you can learn how to deliver bad news as a manager as effectively and painlessly as possible.

1. Choose the Right Setting
   While this may seem trivial, the environment in which bad news is delivered communicates as much as the words themselves. Private, distraction-free settings are essential for conversations that could provoke strong emotional reactions. A thoughtful setting signals respect and signals that the manager cares about the individual’s experience.

   Whenever you can, deliver the bad news in person. Why?  Because an attitude and body language of being supportive rather than accusatory can lessen the blow and can help assure the receiver that it’s not personal.

2. Communicate with Clarity
   Research on communication skills shows that when people receive bad news, they often “blame the messenger.” Many managers instinctively try to soften the blow by sandwiching negative information between positive feedback or other good news. In practice, this approach can backfire — either coming across as insincere or causing the critical message to be lost entirely.

   Organizational culture assessments make one thing clear: employees value honesty over cushioning. Assuming your intentions are good, they prefer a direct, straightforward conversation rather than a manager who skirts or downplays the issue. Transparency builds trust, while over-softening can erode it.

3. Show Understanding
   Being direct is essential, but so is acknowledging the impact on those affected. Avoid euphemisms or vague language that can create confusion or false hope. Instead, express genuine understanding of the emotional consequences — this builds connection and reinforces trust.

   Don’t shy away from the difficulty of the conversation. Recognize that the news may be hard to hear. Bad news is an inevitable part of business, but it can be delivered with authenticity, empathy, and care — demonstrating both your credibility and your commitment to your team.

4. Focus on Next Steps
   Delivering bad news is not just about the message itself — it’s about providing direction. Employees often feel powerless after hearing negative information. Managers who outline next steps, available resources, and potential paths forward help mitigate anxiety and shift the conversation toward action.

   Even when the outcome cannot change, providing guidance on coping strategies or support mechanisms demonstrates a commitment to employee well-being and performance.

5. Maintain Follow-Up and Accessibility
   Bad news is rarely processed in a single conversation. Effective managers remain accessible for follow-up discussions and check-ins, offering clarification and continued support. This ongoing engagement ensures employees feel seen and heard, preventing disengagement or lingering resentment. Follow-up also allows managers to reinforce organizational values and maintain alignment with broader goals.

The Bottom Line
Bad news is inevitable, but its impact can be managed. Managers who approach these conversations with preparation, transparency, and empathy preserve credibility and foster resilience among their teams. Leadership is often measured not by how smoothly things go but by how effectively you guide your people through challenges. Mastering this skill ensures your team stays informed, supported, and motivated even in difficult times.

To learn more about how to conduct difficult conversations, download Effective Communication Skills —The Essential Ingredient in Any Interaction