Breaking Disappointing News to a Participant.

Breaking disappointing news to a participant can be tough, but doing it with care and empathy will make all the difference. Here’s a friendly approach to help you through it:

1. **Create a comfortable environment** 

First, make sure you’re in a setting where the participant feels at ease—whether it’s face-to-face, over the phone, or on video chat. Be mindful of their preferred communication style and tone to help make the conversation feel less formal and more supportive.

2. **Be clear and honest, but gentle** 

It’s important to be straightforward, but soften the blow with kind, empathetic language. Start by acknowledging that you understand how they might feel: 

“Hey, I’ve got some news that I know may not be what you were hoping for, but I want to walk through it together.”

3. **Explain the reasons behind it** 

Give them the context so they understand the “why.” Whether it’s funding changes or a service not being available, try to break it down in a way that’s easy to follow. 

“I know you’ve been waiting for this support, but due to [reason], we weren’t able to get approval this time. Let’s look at what we can do next.”

4. **Offer alternatives and solutions** 

It’s always helpful to have a backup plan ready! Show them that, while this news is disappointing, there are other options or steps you can take together. 

“Even though this didn’t work out, I’ve found a couple of other options we can explore to get you the support you need.”

5. **Give them space to express their feelings** 

Let the participant share their thoughts and feelings. Be patient, listen actively, and acknowledge how they’re feeling: 

“I understand this is really frustrating, and I’m here to support you. How are you feeling about this?”

6. **End on a positive note** 

Finish the conversation with reassurance. Remind them that you’re in this together and you’ll keep pushing forward. 

“We’ll keep working at this, and I’m here to make sure we find a way to reach your goals.”

By being empathetic, clear, and solution-focused, you can turn a difficult moment into a productive and supportive conversation. It’s all about being there for your participant and helping them feel heard and understood.