No matter how much practice you have (and hopefully you have minimal) firing is never easy. Everyone agonizes over releasing an employee. The main thing to remember is that firing is better for everyone concerned-including the employee. Surveys show that most employees who are fired expect it.
Even though the process is not easy, there are some simple procedures that can make firing more tactful:
WHY? Your employee manual should clearly define the situations that warrant termination. Firing an employee becomes necessary when everyone is suffering. As the saying goes: “One bad apple spoils the barrel.” Co-workers, the department, the division, and the company become less productive when one employee has a bad attitude or cannot handle his or her own workload.
WHO? Termination should be handled by the employee’s immediate supervisor. This responsibility should never be delegated for any reason. Delegating would not only be unfair to the person chosen to handle the task but it would be especially unfair to the person leaving.
WHERE? Firing should be done in private and in person. It should not be done by mail, computer mail or by phone. Regardless of the events leading to the termination, the employee should be treated with respect. A private, in-person meeting allows the employee to maintain his or her dignity during this very uncomfortable time. It reduces the chance of an unpleasant public reaction and gives the employee an opportunity to regain their composure before facing their peers.
HOW? Don’t beat around the bush! Begin the conversation with the company’s decision. Give the employee all information relevant to his or her termination. Make the reasons for the decision clear by using straightforward, concise documentation. Be sure that the employee understands there is no room for possible reconsideration.
WHAT? Have on hand any records, forms, or evaluations used in making the decision. If there is separation pay or a final check, have them with you at the meeting. Be prepared to spell out terms of severance including continuing benefits, details of pension or profit-sharing information. Collect any company property (badges, office keys, diskettes, etc.) and escort the person out after they have time to gather their personal belongings. Allowing the person to “hang around” only embarrasses the employee and disturbs others in the company. Announce the termination to your staff that day or the next day. Be prepared to deal with any questions they might have in order to lessen rumors or suppositions.
Now you can analyze what went wrong. Think about why you hired that person in the first place and what changes you can make to the job description or the individual’s requirements to prevent making the same mistake again. Review training procedures and reference checking policies. Your goal is to avoid firing employees by hiring the right employees in the first place.
These procedures, along with specific written corporate policies, can be followed to ensure that the stress of termination is eased and a more tactful firing will result.
