How to break this news to employee

[user1489844432]

One of my team members asked for a promotion recently based on her contribution and high performance. I have put this across to my director and she said she is happy to support. I passed this feedback to my employee saying no promises can be made at this stage but it is looking promising.

Now my director just told me she no longer willing to support.

How do I break this news? Never been in this situation before.

Pass the buck. The director has made the decision, so they need to tell the employee.

What was the reason for not supporting?

I think you need to find out your director's reasons and present this in the context of a development review - your team member isn't ready yet (in your director's opinion) but needs to work on x, y and z.

I didn't get specific reason. Looks like she changed her mind or didn't think that thru properly in the first place. Definitely I am expected to handle it with the employee.

Be honest.

Your performance and contribution has been great, thank you so much, I did ask x to consider a pay rise but unfortunately they said this wasn't possible because .......

If you explain why no pay rise, they might not like the decision but at least know the rationale for it.

I didn't get specific reason

It wouldn't be unreasonable to ask for reasons - 'Could you let me know what areas you think [employee] needs to work on?'

And/or anything you have picked up yourself.

Well the problem is that initially director said she will support and that's the feedback I passed on. Difficult to explain change of heart now. Can't think of good way to deliver this message without falling out.

Difficult to explain change of heart now.

Yes - you need to ask the director what's prompted it, then say 'on further consideration, [director] thought ...'

I passed this feedback to my employee saying no promises can be made at this stage but it is looking promising.

I think you're making it more of an issue than it need be. This is what you told the employee - no promise, looking promising. She wasn't promised the promotion, and now you can tell her that it won't proceed due to a decision by your director.

I do think you need to give a reason, or a likely time for reconsideration. You need to push your director on this.

Employee shouldn't fall out with you - they asked, which is fair enough, you checked, it won't happen, also fair enough.

Also - was it a promotion or a raise? Different requests.

It's not about "falling out" surely!
Because if the employee can't take the change of message then they're not ready for promotion in my opinion.

Sounds as if the director responded too hastily and has now had second thoughts.
Is it common for employees at your company to put themselves forward for promotion?

I have always worked in multinationals and there was a formal promotions process every year but I realise it will be different in other organisations. Anyway, where I have worked, after you put somebody forward for promotion you keep quiet until an outcome is known. It would not be appropriate to give any updates such as “it looks promising”, mainly because as you have found it sets expectations and leads to disappointment and difficult conversations.

I think all you can do now is be as honest as you can, provide guidance in what areas they could develop and take a learning to not “over promise” in future. (I put over promise in italics as I know you didn’t promise, but a manager saying a promotion looks promising is going to set somebody’s hopes up very high).

Sounds rather haphazard to me. If people want payrises/promotions just because they worked hard, everyone would be getting on. That isn't sustainable. You want a new job, you must apply for one, not have a word with your manager and get them to create it for you.

But it's simple. "I'm sorry but the Director has changed their mind and won't support it. They haven't given a reason to me. If you wish to discuss it with them, be my guest"

”Difficult to explain change of heart now.”

It’s not your change of heart to explain. So go back to the director and get some clarity on the reasons, so that you can explain it.

”Can't think of good way to deliver this message without falling out.”

Why would you fall out? You’re communicating someone else’s decision!

I'd find out from the Director the reasons, and then present it to the employee that her contribution has been outstanding and it was an application that you supported, but when you sent it up the flagpole, initially they were supportive but on reflection decided that she needed a bit more experience in [….]

If I was the employee I would expect to be given reasons

If I was the director I would only be a good leader if I gave reasons and examples of what is required to achieve the promotion

You as middle management need to ensure that happens