If you’ve ever had to dismiss an employee, you know it’s one of the most dreaded responsibility for leaders. ??The old saying, “This is going to hurt me more than it hurts you,” comes to mind because it is often filled with apprehension, anxiety, and guilt for even the toughest bosses. ?But, you can make it easier on the employee and yourself if you’re well-prepared and have confidence in your decision.
?HR experts agree you should make a habit of documenting all employee Issues. The Indeed Editorial Team suggests: ?“If you plan to let an employee go, you need a specific reason why, and it must comply with state and federal laws”. Ingvill Walmann Byrkes at the Law Depot agrees that documentation will support you during the decision-making process as well as a potential court case. ?He also recommends you consider how the dismissal might affect the work environment, company finances, and customer relationships.
?Once you have decided to move forward, you need to have a plan. ?BambooHR experts, Anita Grantham and Vanessa Brulotte recently conducted a webinar entitled How to Let People Go – A Guide for HR and they, along with webinar participants discussed best practices. ?Highlights of the webinar discussion, as well as insights from wine industry pros, are below:
- ?Build a script and keep things as simple as possible.
- Wine industry veteran Michelle Egan of Egan Wine Consulting says, “I always come prepared with all my notes and practice the night and morning before. I don’t want it to feel rehearsed, but I don’t want to it feel like it was just thrown together either. This is their life, so be sure you’re prepared with all the answers they (the employee) may have”. ?(Click here for a helpful Offboarding Checklist from BambooHR)
- Assess potential security risks.? Get insights from the employee's direct supervisor and plan for any scenario. Egan recommends having another person in the room to help with questions and, importantly, witness the meeting “in case things go sideways”. Be sure the employee cannot record the meeting.
- ?Avoid Friday terminations, especially for employees without local support from family and friends, as it might mean they are alone in a quiet home for an extended period of time.
- Remember, you are in charge of the conversation. ?State what is happening. ?Be brief, upfront, and clear. ?If the employee starts to push back, respectfully reiterate that this is a final decision and not a negotiation.
- Review your checklist items so the employee has clarity as to how things will proceed.
- “When an employee is being downsized, give them time to ask questions and be ready with the answers. ?They most likely did not see this coming,” said Egan. ?“For other types of termination, it is likely not a surprise. ?Best to make it a quicker conversation.”
- Control your non-verbal cues and body language. Watch out for the urge to shuffle papers, laugh nervously, roll eyes or cross arms.?
- Be firm but kind. ?Listen and allow the employee to speak without signs of judgment.
- Send them off with words of encouragement and thank them for their contributions as well as remind them to take advantage of any outplacement or unemployment benefits offered.
- Show compassion and respect. ?If they are distressed, ask if you can call someone for them. ?Ask if they have transportation home.
- Calmly walk with them to their desk and out of the building (if applicable).
- Discretely collect any company-issued property (laptops, phones, cars, etc.) or make arrangements to have them collected at an agreed-upon place and time. ?Offer them the option to have their personal things packed and sent home for them.
- Discretely communicate the news to relevant team members.
- Change security information and log-ins if needed.
?A few other do’s and don’ts:?
- Logistics can be challenging when terminating an employee who works remotely. ?In the article, Viral TikTok Video is a Lesson on How Not to Fire Workers, Jack Kelly of Forbes.com warns us just how risky it can be. ?Terminating someone via a web meeting opens the door for the employee to record their termination and share it on their social media platforms, and not in a good way.
- In another Forbes.com article, Job Cuts by Email are Tech’s Latest Digital Pink Slip, they highlight the perils of email dismissals going viral as well.
- Always be cognizant that today’s virtual technology is full of cameras, microphones, and screenshots that can be used in retaliation by a terminated employee.
?The bottom line is this: Be prepared, be direct but respectful, and be careful. ?
