Transparent communication forms the basis for a successful change process. Openness builds Trust between management and staff in a situation where uncertainty is inevitably present. Studies show that organizations that invest in transparent communication during co-determination negotiations better maintain employee engagement and well-being.
According to a 2021 study by Aalto University, companies that practiced open change communication experienced 40% fewer employee absences during the cooperation procedure. Transparency does not just mean sharing information, but also ensuring that messages are consistent, truthful, and understandable.
Openness reduces rumors and misunderstandings, which would otherwise fill the void created by a lack of information. When we communicate honestly about the background and goals of negotiations, personnel better understand the overall situation of the organization, which in turn can mitigate resistance to change.
Particularly important is Recognize and acknowledge uncertainty. Leaders often fear admitting they don't have all the answers, but this very human approach can be key to building trust. ”We don't know yet” is a better answer than silence or evasive explanations.
The Act on Co-operation within Undertakings (”Co-operation Act”) will undergo significant changes effective July 1, 2025. The aim of these changes is to reduce the administrative burden on small and medium-sized enterprises in particular and to enable companies to respond more quickly to changing circumstances.
The threshold for applying the law will rise: The general scope of application of the Act on Co-operation within Undertakings will be expanded from its current coverage of companies with at least 20 employees to include companies that regularly employ at least 50 employees. This is a significant change, particularly for smaller organizations.
Different-sized companies – different obligations:
The duration of restructuring negotiations will be cut in half: With this legislative change, the minimum duration of negotiations regarding workforce reductions will be significantly shortened. Instead of the previous minimum duration of 14 days or six weeks, the minimum duration of negotiations will henceforth be only seven days or three weeks, depending on the number of employees and the matters under negotiation.
Time is set aside for employment services: A new provision in the law establishes a 30-day period for the employment services to conduct an investigation. If the change negotiations concern the dismissal of at least ten employees on economic and production-related grounds, the employment contracts of those dismissed may not terminate until 30 days have elapsed since the submission of the negotiation proposal to the labor authorities.
In communications regarding collective bargaining negotiations, the choice of communication channels is critical to ensuring that information reaches its intended audience and is interpreted correctly. A multi-channel approach is often the most effective approach, as it ensures that the message reaches its audience and supports various ways of absorbing information.
Face-to-face meetings form the foundation of communication. The official launch of cooperation negotiations should always take place in person, either at a physical meeting or via video conference. These situations allow for immediate interaction and the opportunity to ask questions. Studies show that face-to-face communication reduces the risk of misunderstandings by up to 60% compared to written communication alone.
Digital platforms offer an effective way to support face-to-face communication:
Written announcements serve as documentation and ensure that everyone receives the same information. The language of these announcements should be clear and avoid complex professional jargon.
We help our clients choose The right communication channels by target group. For example, our HR partner can support managers in organizing team-specific discussions, which is particularly valuable as employees often turn primarily to their immediate supervisor with questions.
Timing is a critical factor in communication during co-determination negotiations. Statutory requirements form the basis, but an optimal communication strategy extends beyond these minimum requirements.
The Co-operation Act still requires a negotiation proposal to be submitted at least five days before the start of negotiations, but with upcoming legislative changes, the speed of the process will change starting from July 1, 2025. Shorter negotiation periods (7 days or 3 weeks instead of the previous 14 days or 6 weeks) will further emphasize the importance of clear and proactive communication.
Several critical phases can be identified in communication timing:
The 30-day deadline under the new law for determining labor services also affects the scheduling of communication, especially in larger layoff situations. It is important for employers to consider this new element in their communication plan.
Considering external stakeholders is an essential but often underestimated part of a Works Council (YT) communication strategy. Customers, partners, the media, and even competitors closely follow how the organization's situation evolves. Proactive approach External communication can significantly protect a company's reputation and business relationships.
In customer communication, it's crucial to assure the continuity and quality of service. Customers are primarily concerned about how changes will affect the service they receive. A clear message about the continuity of operations and the controlled implementation of potential changes will calm customer relationships during a critical phase.
Managing media relations requires particular care. When communicating with the media, it is important to:
During the YT negotiations communication consistency The balance between internal and external communication channels is critical. Employees should never be the last to hear news about their organization. In practice, this means precise timing and coordination between different communication efforts.
We have supported numerous organizations in building external communication strategies for situations involving employee negotiations. Reputation management is particularly important for small and medium-sized enterprises, which often do not have dedicated communication departments. As an HR partner, we can help with developing and implementing a communication plan.
YT negotiations create fertile ground for rumors and misunderstandings. During uncertainty, people have a natural tendency to fill in the knowledge gaps with their own interpretations, which can spread quickly within a work community. with a proactive communication strategy can significantly reduce the creation of rumors and their harmful effects.
The first step in managing rumors is identifying them. This requires active listening and maintaining feedback channels. Training supervisors to identify and report rumors circulating in the workplace is crucial for a quick response.
When rumors are detected, they should be addressed immediately. The most effective strategies include:
Management's role in correcting misinformation is irreplaceable. Maintaining credibility It requires that top management's messages are consistent and truthful. It is particularly important to avoid a situation where leaders promise things they cannot reliably deliver.
As HR professionals, we have seen how effective rumor management can significantly improve the smoothness of the employee reduction process. We support our clients in developing communication channels that allow questions to be asked anonymously and answered quickly and openly.
Based on our experience, we have compiled the communication practices proven to be most effective to support the co-determination negotiation process. These principles are applicable to organizations of all sizes and to various co-determination situations, also taking into account the legislative changes coming into effect on July 1, 2025.
The most important principles of communication:
As an example, a medium-sized technology company had to initiate personnel negotiations due to changes in the market situation. The company managed to maintain an exceptionally high level of trust and well-being by implementing weekly Q&A sessions with management, establishing an anonymous question channel on the intranet, and providing supervisors with a daily updated communication package for discussions with team members.
Concrete action plan for planning employee representative communication:
As a Töölön Vire HR partner, we can support your organization through all these stages. Our clients have found the opportunity to receive particularly valuable unbiased external perspective communication strategy, as well as practical support in the preparation of communication materials and coaching for supervisors.
Effective and open communication during codetermination negotiations is not just a legal requirement but a strategic choice that significantly impacts an organization's ability to navigate change. The key is to understand that even difficult matters can be communicated in a way that respects all parties and builds trust for the future.
Remember that although no YouTube process is easy, with the right communication strategy can significantly influence how change is perceived within an organization and how quickly the work community recovers its productive function after the change.
The upcoming changes to the Co-operation Act from July 1, 2025, will bring both challenges and opportunities for organizations. Although the minimum periods for co-operation negotiations will shorten and the scope of the act will change, the importance of effective communication will not diminish – quite the opposite. In a faster process, the clarity and timeliness of communication will become even more emphasized.
At Töölön Vire, we offer HR partnership throughout the entire co-determination process. We help ensure that procedures are lawful and that both the employer and personnel receive the support they need in a challenging situation. Communication during change negotiations is our core expertise, and our experienced HR professionals can assist the organization in building a communication plan that addresses the needs of all stakeholders. Contact us So today, let's discuss how we can help your organization emerge from change stronger.
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