Consultation about major workplace change

FairWork defines consultation as “…. asking for and considering employees’ views when making decisions. Cooperation means working together harmoniously to find solutions”.  
A best practice approach to consultation in the workplace can lead to benefits including: 

• better decision making when employees have input
• easier change implementation, as employees have been involved in the planning process
• better business performance during change, as less time is spent on responding to misunderstandings, rumour or disputes 
• improved employee engagement and performance. 

Requirements to consult about significant workplace change are set out in legislation including the Health Professionals and Support Services Award 2020 and the Nurses Award 2020. Consultation under the award requires employers to consult with their employees when they decide to introduce a major change in production, programming, organisation, structure or technology that is likely to significantly affect employees. The employer is then required to:

• notify any employees who might be affected by the proposed changes, and their representatives (if any)
• discuss the proposed changes with the affected employees and any representatives as soon as possible after a decision is made
• provide them with written information about the changes, how they might affect employees, and any measures the employer will put in place to prevent or reduce any adverse effects 
• give prompt consideration to any matters raised by the employees and their representatives. 

Below is a formulated approach for employers and practice managers to consider when consulting with staff about a significant workplace change. 

1.    Introduction and purpose

• Begin by introducing the purpose of the meeting and the change likely to take place.
• Acknowledge that the change may impact staff, explain the reason for the change and how the practice will take all the necessary steps to ensure the chances of change adversely affecting staff is minimised.

2.    Explain the change

• Provide a clear and concise explanation of the possible change, including how it will affect staff and the benefits it will bring.
• Try and be open and honest about any challenges that may arise and emphasise the opportunities the change will provide to the practice and staff.
• Ask employees for their views, answer any questions or concerns that arise. Find solutions together.

3.    Expected timeline 

• Provide a timeline for the change, including when it will take effect and when the staff can expect to receive more detailed information on the change. 
• It is important to be as transparent as possible on any uncertainties or factors that may affect the timeline. 

4.    Communication and support 

• Encourage ongoing open communication between staff and management as well as how to access resources that may be helpful for staff in navigating the change. 
• Make staff aware of your open door policy to answer any questions and address any concerns throughout the change process. This will help reassure staff that their feedback is valued and can reduce underlying stress or anxiety they may be experiencing. 

5.    Closing the meeting

• Consider closing the meeting with a positive note expressing gratitude for your staff’s ongoing hard work, dedication and support.
• Emphasise the practices commitment to your staff’s wellbeing.

The above approach enables employers and practice managers to have the confidence to effectively communicate workplace change to staff while acknowledging their concerns and providing support and resources to help them navigate the transition. 

	Workplace Relations Support  Workplace Relations Support can provide general advice to members on consulting employees about major workplace changes and the obligations you may have as an employer in these situations. You can contact us via phone (07) 3872 2222 and email support workplacerelations@amaq.com.au.
	Workplace Relations Toolkit  Workplace Relations Toolkit subscribers receive priority service when they contact the workplace relations team for all matters. Toolkit subscribers also receive and employer handbook which provides additional information on consulting workers.
	Workplace Relations Consultancy Workplace Relations Consultancy can offer comprehensive advice to members on the consultation process. This includes providing tailored documentation and talking notes for members when meeting with their practice staff.