WHAT TO SAY · TEAM CHANGES
How to tell an employee their role is changing
Change feels like loss even when it is good news. Explain what changes, why, and what stays the same, then give them room to react and ask questions.
Before you start
- Know exactly what changes, from when, and what does not.
- Check any contract or HR steps needed.
The script
- OPEN WITH
[Name], I want to talk to you about a change to your role, and why it is happening.
From [date], you will [new responsibility], and [old responsibility] will move to [person/team].
The reason is [business reason].
What stays the same: [pay, team, manager, location].
What questions or worries do you have? I would rather hear them now.
Replace the [brackets] with real details. Say it in your own words; the structure matters more than the exact wording.
If they say…
“Is this a demotion?”
No. [Explain what it means for their level and pay.] I want to be clear about that.
What to avoid
- Announcing it to the team before telling them.
- Overselling the change as exciting if it is not.