In my last post, I offered some tips for conducting exit interviews when an employee voluntarily leaves a job. This week we will tackle what to do when you have to tell an employee they need to go. Terminations are one of my least favorite parts of HR. Even in situations where the employee did something severe, terminations are still stressful and uncomfortable. Unfortunately, terminations are a part of doing business. Not every employee is the right fit for a job, and sometimes people cannot seem to abide by the rules. Here are some tips to help you get through your next termination.

Making the Decision to Terminate

We live in a time where it is not a good idea for a grumpy boss to get fed up and shout at his employee, “You’re fired!” Making the decision to terminate requires careful thought and good documentation. If you are considering terminating an employee for an ongoing performance issue, start by rounding up all your documentation. This includes warnings and any notes you have on talking to the employee about the issue. You want to have the paperwork that shows you gave the employee ample opportunity to improve. You have done all you can do to help the employee, so it is probably time to terminate.

In the case of a severe issue that warrants termination without disciplinary action (e.g. harassment, theft, showing up at work under the influence, workplace violence), your documentation will be your investigation notes. Take the time to talk to witnesses, review security camera footage and gather other information so that you feel certain in your decision to terminate.

Regardless of the reason for termination, your decision should be consistent with what you have done before. Do not approach a termination as the way to make an example of an employee. Instead, look at your history to make sure you have handled similar violations in the same way.

This Hurts You More Than Me

Even though terminations are a challenge for us, the termination meeting will almost always be much harder for the employee who is losing their job. After all, you will have a job to come back to the next day, and you will have a paycheck waiting for you on the next payday. So even if you are saddened by having to tell an employee they are fired, think about what it is like to suddenly be without a job, and be sensitive.

Bring compassion to the termination meeting. Avoid small talk and get to the point at the beginning of the meeting. There’s no need to draw it out. Explain that you are ending the employee’s employment and give the reason. Some employees cry, some get angry and some just want to leave your office as quickly as possible. Be sensitive to the range of emotions an employee will express. This might mean giving an employee a few moments to gain their composure before leaving your office.

It is good to do terminations at a time and in a place that will make it easier for an employee to leave the office without having to interact with coworkers. This might mean packing up an employee’s belongings for them or meeting them after hours to collect their things.

Keep it Simple

Once you have explained the reason for termination, avoid lengthy discussions. If an employee tries to argue the decision, remind them that you have warned them about the issue repeatedly and/or that you have investigated the issue thoroughly. Hand over the employee’s final check and any necessary paperwork. In most cases, I have found that the terminated employee wants to make the meeting as quick as possible, so do not do anything to unnecessarily draw it out.

After the employee leaves, others in the office will probably wonder what happened. Respect the terminated employee’s privacy and avoid engaging in conversations and gossip about their departure.

The key to the termination meeting is compassion. Keep it short and be sensitive to how difficult the meeting is for the employee.

What do you do to ease the pain of the termination meeting?

About the Author

Stephanie Hammerwold, PHR, is the owner of Hammerwold & Pershing Consulting and specializes in small business HR support. Stephanie is a regular contributor at Blogging4Jobs and The HR Gazette, and she gives presentations on a variety of job search and workplace topics. She specializes in training, employee relations, women’s issues and writing employment policy. Connect with Stephanie on LinkedInTwitter or Facebook.

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