As we kick off 2025, I’m thrilled to announce a new monthly feature on Life & Leadership with Kim Williams: “Ask Kim.” Each month, I’ll dedicate an episode to answering listener questions about leadership, strategy, and all the unique challenges that come with being a leader. If you have a question, I’d love to hear it! Send me a direct message via Instagram at Leadwithkim or on my Kim Williams Consulting LinkedIn page.
This month, our question comes from a leader friend who faced a tough decision: disbanding and restructuring an advisory group that had served her organization in a leadership capacity for years. After prayerful consideration and consulting her leadership team, she decided it was time to make the change—but she wasn’t sure how to communicate this to the group.
Here’s her question:“Should I send an email to the advisory group informing them of the disbanding of the group, host a group meeting, or schedule individual calls? I do not want this to be a debate or major discussion because I am confident in my decision. However, I do value their partnership and contributions, and I fear a letter may be too informal. What is the best way to go about informing the advisory group that I am ending it?”
Start with Clarity and Preparation
Before answering, I asked her two important questions to guide the approach:
Do you want to maintain a business relationship with these members?
What are you most concerned about?
Understanding her priorities and concerns allowed us to create a communication strategy that balanced respect, clarity, and professionalism.
A Three-Step Approach to Navigating Difficult Conversations
If you’re in a similar situation, here’s the three-step process I shared with her:
1. Be Clear on Your Talking Points
Before reaching out, write down exactly what you want to communicate. Clear, concise talking points will help you stay on track and ensure your message is consistent. A sample script might include:
Acknowledging the group’s contributions and accomplishments.
Sharing the decision to disband the group and the reasons behind it.
Outlining key dates, such as the disbanding date.
Inviting ongoing support or involvement in other ways.
Clarity builds confidence and helps reduce the risk of miscommunication.
2. Make Individual Calls First
Start with personal outreach. Schedule individual calls with each member to inform them of your decision. If you’re unable to reach them after two attempts, leave a voicemail explaining the situation. This step shows respect for their contributions and avoids the impersonal nature of email or group announcements.
3. Follow Up with a Formal Letter
After making your calls, send a formal letter to ensure all members receive the same information. The letter should:
Highlight key accomplishments the group achieved together.
Express gratitude for their contributions.
Clearly communicate the decision to disband the group, along with the effective date.
Invite them to support your organization in other ways or to pray for its continued success.
This combination of personal and formal communication ensures that your message is delivered respectfully and professionally.
Navigating Leadership Challenges with Confidence
Ending a business relationship is never easy, but with preparation and empathy, you can approach it with confidence. By combining personal outreach with a formal follow-up, you honor the contributions of those involved while maintaining clarity and control over the conversation.
For more on this topic, listen to Episode 40: Navigating Tough Leadership Conversations on Life & Leadership with Kim Williams.
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