Effective Employee Communication Tactics for the Potential Government Shutdown

Originally published on LinkedIn

For those of us who have been in GovCon for a while, preparing for another potential government shutdown is old hat but never seems to get less stressful. The last major shutdown in 2018 was the first time I worked for a firm that was impacted and let me tell you, it was not managed well. In 2018, I was billable consultant, I survived week by week desperately clinging onto as many hours as I could with the looming fear of ending up on leave without pay alongside many of my less fortunate colleagues. By the time the budget passed I was one day away from getting furloughed.

I hated every minute of the shutdown but what struck me as a communicator at heart was the abysmal failure to plan and communicate effectively by my employer. I vowed that if this situation ever happened again and I was able to make an impact I would not repeat their mistakes, doing everything in my admittedly limited power to help ease concerns for my fellow employees.

And so here we are again, four days away with employee concerns and nerves on the rise. Beyond the direct financial implications, one of the biggest challenges lies in managing employee concerns, uncertainties, and anxieties during these times. Effective communication is paramount, not just for operational continuity, but to ensure employees feel valued, informed, and engaged. Here are some of the steps we’re taking to address employee communications during this period and a few things to avoid:

Employee Engagement and Communications Principles

Start Early and Be Transparent

Before the potential shutdown becomes imminent, begin communicating with your employees. Share what you know, what you don’t know, and the steps you're taking to monitor the situation. Transparency builds trust.

Establish a Clear Line of Communication

Designate a single point of contact or a dedicated team that employees can turn to with their questions. This prevents the spread of misinformation and ensures a consistent message.

Use Multiple Channels

Utilize various communication channels like email, intranet updates, team meetings, and even one-on-one sessions for those who need it. Diverse channels ensure wider reach and better absorption of the message.

Address Financial Concerns Head-On

Employees' primary concern will often be about their paycheck. Address this topic directly, providing as much clarity as possible. If there are contingencies in place, like reserve funds or alternate payment schedules, share those.

Engage Leadership

Leadership visibility can be reassuring. Arrange for leadership to address teams, share their perspective, and provide assurance. Their involvement demonstrates the importance you're placing on the situation.

Maintain Regular Updates

Even if the status remains unchanged, regularly update your teams. This consistent communication reduces speculation and keeps everyone on the same page.

Provide Resources for Assistance

If there's a possibility of prolonged shutdowns, share resources where employees can get financial counseling, stress management, or other relevant support.

Communication Pitfalls and Things to Avoid

• Speculation: Stick to facts. Avoid sharing information based on rumors or unverified sources.

• Over-promising: While it’s tempting to reassure employees, avoid making promises that you cannot keep. Be honest about what you know and what’s uncertain.

• Inconsistency: Mixed messages can confuse and create anxiety. Ensure all communication channels and company leaders are aligned in their messaging.

• Delay: Do not wait for the shutdown to be confirmed before you communicate. Proactive communication is always more effective than reactive.

• Being Impersonal: While emails and written memos are effective, nothing beats personal interaction. Town halls, team meetings, or face-to-face interactions can provide more comfort than you might think.

To all my fellow GovCon communicators, remember this is a temporary situation that will be resolved, the only question is how long we will be dealing with the impacts if at all. Times of uncertainty can be trying, but they also present an opportunity. An opportunity to display strong leadership, foster trust, and deepen the bonds within your organization.

With thoughtful and intentional communication, we can navigate the challenges of a potential government shutdown with grace, resilience, and unity.

Good luck and let’s all hope all our planning ends up being a precautionary measure and not a necessary one. 

Check out my follow up article, Tackling the First Email, if you need any guidance on how to set the tone with your employees during this uncertain time.