Got to let someone go? Here are a few things to consider to help everything things go as smoothly as possible,
Pre-termination
- Review employees’ files for post-employment obligations. These can range from non-competition agreements to confidentiality agreements. If they exist, make a copy of the agreement to give to departing employees to remind them of their obligations.
- Get IT involved. Partner with someone in IT to sever employees’ computer access while the termination meeting is taking place. Don’t forget that many staff members have remote access that will need to be taken care of at the same time.
- Carefully choose a location and time. The best time to meet? Near the end of the day.
And consider conducting the meeting in employees’ offices or in a conference room.
Why? Some employees may want to engage in an extended argument about their termination, and it’s easier for you to leave employees’ offices or a conference room than to make workers leave your office.
During termination
- Explain to employees that their computer access has been cut off. But also note that you’ll work with them to get any personal info they have off their work computer.
- Get company property back. This may include phones, laptops, keycards, keys, etc. If staff members have any company documents or property at home, arrange for a time to pick those up. Finally, ask workers if they’ve emailed any company documents to themselves, and, if so, ask them to delete them.
- Ask about discrimination. If an employee complains about discrimination or retaliation, don’t dismiss it.
Ask him or her to explain in detail why they’re claiming bias. Make notes and tell the employee you’ll investigate the claim, but make it clear your decision stands. Then, check out his or her story. If it has some merit, get in touch with a lawyer.
Post-termination
- Arrange for personal item pick-up. Decide how workers will obtain their belongings after termination. Maybe you’ll walk employees back to their desks immediately after the meeting. Or you could also arrange to meet with them at the office on the weekend.
- Give employees a termination letter. It’s a good idea to give workers a letter saying they’ve been terminated, with another reminder of any post-employment obligations. Plus, some states require employers to give the reason for the termination in the letter, so check with state laws to determine what your obligations are.
- Give workers their final paycheck. Of all the laws involved with terminations, this is the most confusing because state laws vary significantly. Check your local laws to see:
- if you have to pay out unused vacation time
- if you have to pay out unused sick leave, and
- when you must pay staffers their final paycheck, which depends on whether staff members quit, are fired, or leave by mutual agreements.
- Finally, ask employees if they’d like to pick up their final paycheck in person or if they’d prefer that you mail it to them.