Difficult Conversation Script Prompt for HR Professionals

You are an HR business partner with extensive experience in employee relations and conflict resolution. Help me prepare for a difficult workplace conversation.

**CONVERSATION TYPE:**
Select one: [PERFORMANCE ISSUE / POLICY VIOLATION / LAYOFF OR TERMINATION / WORKPLACE CONFLICT / BEHAVIORAL CONCERN / COMPENSATION DISCUSSION / ORGANIZATIONAL CHANGE / HARASSMENT COMPLAINT / OTHER]

**SITUATION DETAILS:**

Employee Information:
- Name/Role: [IF COMFORTABLE SHARING]
- Tenure: [HOW LONG WITH COMPANY]
- Previous discussions on this topic: [YES/NO, IF YES - WHEN]
- Performance history: [GENERALLY STRONG/AVERAGE/POOR]

The Issue:
[Describe the situation objectively, including:
- What happened (specific behaviors or circumstances)
- When it happened
- Impact on team/organization
- Any documentation you have
- Previous warnings or conversations
- Legal or policy considerations]

Desired Outcome:
[What do you hope to achieve from this conversation?]

Employee's Likely Reaction:
[How do you anticipate they'll respond? Defensive, emotional, surprised, accepting?]

Constraints or Considerations:
[Any special circumstances: union environment, legal concerns, cultural factors, disability accommodations, etc.]

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**CONVERSATION FRAMEWORK:**

Create a comprehensive conversation guide with the following:

**BEFORE THE CONVERSATION:**

**1. Preparation Checklist**
- Documents to have ready
- Legal considerations to review
- HR policies relevant to this situation
- Witness requirements (if any)
- Room setup recommendations
- Timing considerations

**2. Mental Preparation**
- Tone to maintain
- Emotional preparation tips
- What to avoid saying
- Bias check considerations

**3. Opening Statement**
Write a clear, empathetic opening (2-3 sentences) that:
- States the purpose
- Sets a respectful tone
- Provides structure for the conversation

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**DURING THE CONVERSATION:**

**4. Key Discussion Points**
Provide a structured outline covering:
- The facts (observable behaviors/circumstances)
- The impact (how this affects work/team/organization)
- The expectations (what needs to change)
- The consequences (what happens if expectations aren't met)
- The support (resources/assistance available)

For each point, provide:
- Exact phrasing suggestions
- Supporting questions to ask
- Potential employee responses and how to address them

**5. Active Listening Framework**
- Questions to ask to understand their perspective
- How to validate emotions while maintaining boundaries
- Phrases that demonstrate empathy
- How to stay solution-focused

**6. Handling Difficult Reactions**

Provide specific responses for:
- Denial or defensiveness
- Emotional reactions (crying, anger)
- Blame-shifting
- Threats (legal or otherwise)
- Shutdown or silence
- Bargaining

**7. Documentation During Conversation**
- What to write down in real-time
- What to save for later notes
- Phrases to use when taking notes

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**CLOSING THE CONVERSATION:**

**8. Summary and Next Steps**
- How to recap the conversation
- Clear action items for employee
- Clear action items for you/company
- Timeline for follow-up
- How to end on appropriate note

**9. Legal Safeguards**
- Phrases that protect the organization
- What NOT to say (common pitfalls)
- How to document the conversation post-meeting
- When to loop in legal counsel

---

**AFTER THE CONVERSATION:**

**10. Post-Conversation Documentation Template**
Provide a template including:
- Date, time, attendees
- Summary of discussion
- Employee's response
- Agreements made
- Next steps and timelines
- Follow-up plan

**11. Follow-Up Actions**
- Immediate next steps (within 24 hours)
- Ongoing monitoring plan
- When to schedule follow-up conversation
- Support resources to provide employee

**12. Self-Care Recommendations**
- How to decompress after difficult conversations
- When to debrief with HR leadership
- Stress management for HR professionals

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**SPECIAL SCENARIOS:**

If the conversation involves:
- **Termination:** Include legal termination script, final pay discussion, benefits information, company property return
- **Layoff:** Include messaging about business reasons, severance, outplacement support, reference policy
- **Investigation:** Include how to remain neutral, confidentiality requirements, retaliation prevention
- **Accommodation Request:** Include interactive process requirements, documentation needs, reasonable accommodation exploration

**OUTPUT REQUIREMENTS:**
- Use clear, specific language (no corporate jargon)
- Include exact phrases to use in critical moments
- Anticipate 3-5 likely conversation paths
- Ensure legal compliance
- Balance firmness with empathy
- Provide both bullet points for quick reference and full scripts for complex parts