How to Terminate an Employee

You've realized that you must face the grueling task of letting go of an employee, but you're not sure how to do it without creating an upheaval in the office. With some planning, covering all of your bases and a little tact, you can make the transition an easy one for everyone involved.

Plan Ahead

Make sure you have been keeping good records of all warnings and reprimands toward the employee. (If you need assistance, use the OfficeArrow Record of Conversation and Written Warning templates.) Gather these as well as any necessary termination paperwork for the employee to sign. Also, be aware of discrimination laws and make sure you are not violating any of them or giving the employee any reason to file suit against you. Rehearse ahead of time the reasons why you are letting the employee go. Being as prepared as possible will allow for a calm, professional meeting that you won't need to stumble through aimlessly.

Don't Procrastinate

As soon as you have decided that it is time to terminate, don't wait. Prolonging the inevitable only makes it harder on you and that negativity will be felt throughout the entire office. Once you've decided it's time to let the employee go, schedule a meeting with the employee as soon as possible making sure you have all of the necessary paperwork prepared.

Choose Your Window of Opportunity

Unless absolutely necessary, try not to terminate employees first thing in the morning or at the end of the day. Terminating someone at the beginning of the day creates awkwardness for the rest of the team for the entire day. It also leaves the terminated employee feeling resentful that you let them come all the way into work to let them go. At the end of the day, employees are tired and their defenses are up. Things could be said that were unintended out of anger and exhaustion.

It's also best not to terminate employees on a Friday since they would have to wait the whole weekend to take steps to file unemployment or start looking for a new job which isn't fair to them. It also gives them that time over the weekend to build up hostility toward you and the company which could escalate. Whenever possible, schedule termination meetings for the middle of the day Monday through Thursday.

Do It Privately

It's humiliating enough for anyone to be fired, don't make it worse on the employee by doing it in the middle of the office for everyone to see. It's embarrassing for the employee being terminated and it also makes you look cold and heartless. Speaking with the employee in private also gives you the chance to go over everything without distraction from other employees or background noise.

Prepare for Anything

Be aware that anything could happen during a termination meeting. The employee may cry, lash out or walk out. Put yourself in their shoes and try to be sensitive to how they might be feeling, but be firm. Don't let emotions sway your decision. You must do what is best for the company.

Go Over Benefits

Inform the terminated employee of any benefits they are entitled to. If you plan to offer a severance package, let them know what it entails. Also inform them of when benefits will be terminated, COBRA insurance options, remaining vacation time or anything else they need to be aware of, including whether or not they are eligible for rehire in the future or whether you will provide references. Make sure they sign any necessary forms and understand the reasons for termination.

Let the Team Know

Once the employee has left, call a staff meeting or send out a memo informing everyone that the employee is no longer with the company and what your intentions are for filling the position or assigning any overflow work in the interim. Your staff will appreciate being kept in the know so that they can adjust their priorities as necessary.

Protect Your Company

Make sure security measures are taken after terminating any employee. Before the employee leaves the premises, request any keys or company property be returned immediately. Also, change any necessary passwords or access code information the terminated employee may have been privy to. Doing so can prevent a big hassle down the line. Make sure necessary parties are aware of the new information.

Firing an employee is never easy for anyone involved but the process can be a relatively smooth one with proper planning and execution.