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Bearing Bad News: Six Ways to Reduce the Sting When Your Message Stinks

by Jonathan Kranz  |  
December 1, 2009

Yesterday I received a very unwelcome letter from a local theater. In a page and a half of crisp copy, it dropped a bombshell: Until further notice, consider the 2009 season canceled. Worse, the money I had spent on season tickets would not be refunded.

After I recovered from the initial shock, I was able to exchange my consumer hat for my marketing cap and reflect that, given the circumstances, the theater (hereafter "The Theater Company") did a damned good job delivering damnably bad news.

I hope none of you will face a similar situation. But in this economy, hope isn't enough; we need to be prepared for the worst. Should it come, I suspect the following observations, gleaned from The Theater Company's experience, will prove helpful. You may not be able to save your business, but you can preserve your self-respect.

1. Offer your gratitude

Wisely, The Theater Company's letter opened and closed with expressions of appreciation for my years of previous support. Your message may be all business, but communicating it is personal. A genuine word of thanks creates a context of goodwill that offers the best chance for extinguishing anger before it flares up into rage.

2. Rip off the Band-Aid

The letter was dated December 30, virtually the bitter end of the previous business year. I suspect The Theater Company delayed communications in the hope that a last-minute reprieve—perhaps in the form of a sugar daddy willing to play Santa Claus—might save the day. But once it became clear that all hope was futile, The Theater Company didn't pull any punches: Employees are being laid off; the season is canceled; your ticket money will not be returned.

Ugly, to be sure. But it's better to put all the bad news out there, up front, rather than try to soften the blow by distributing it piecemeal; better to rip off the Band-Aid in one fell swoop than to pull it away slowly and extend the pain. Withholding information merely provides opportunity for rumor and fearmongering to make a bad situation worse.

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Jonathan Kranz is the author of Writing Copy for Dummies and a copywriting veteran now in his 21st year of independent practice. A popular and provocative speaker, Jonathan offers in-house marketing writing training sessions to help organizations create more content, more effectively.

LinkedIn: Jonathan Kranz

Twitter: @jonkranz

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  • by Kyle Tue Dec 1, 2009 via web

    Let's face it. It is tough to have to communicate the bad news. But I agree you should be up front and honest with your explanation and efforts made to date to mitigate the bad news now being offered. And when it comes time to close the doors or leave a job, you should never burn bridges. Leave gracefully, because you might just want those customers back in your next venture or need a reference in your next job.

  • by CQR Tue Dec 1, 2009 via web

    Excellent article and very appropriate. The message can also extend to those who may be laid-off . As you are making your exit - do it with dignity.

  • by sanjay chaudhri Fri Dec 4, 2009 via web

    Certainly a sensible article on the right thing to do,given the adverse situation.However,it may be appreciated that bad times do not happen over night .The build up to disaster is always present,but it takes a observant eye to see and corelate.Having said that, it certainly makes sense to frequently and regularly keep the stakeholders informed of the current state of affairs.Incemental run ups will not only be preffered but also more readily acceptable to a bolt from the blue.Also,such a methodology provides ample time /opportunity to the stakeholders to review and revise their plans,or seek alternatives.

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