How to Terminate an Employee: Being a Manager

How to terminate an employee: 10 steps

Telling someone that you are terminating their employment may be the toughest thing you’ll ever do as a manager. I know. I’ve done this six times as a manager and supported many more as an HR advisor. The following advice is meant to help you through a very difficult conversation.

Get legal advice

No termination should be decided or communications implemented without a detailed review by an employment lawyer first, notes Stuart Rudner, an employment lawyer and founding partner of Rudner MacDonald LLP. The potential legal and financial consequences of poor decisions and flawed communications are very serious, and every case must be determined based on legislation, common law and its own particular merits. You’ll want to obtain specific advice about your obligations to provide a notice of dismissal or pay in lieu (often referred to as “severance”).

Prepare a script

This meeting will be stressful, so you will want to ensure that you communicate clearly. Write a brief script outlining the key points you want to make. For example:

Bob, you know that we’ve had significant issues with your performance and fit with this company. We don’t see any potential to improve. Therefore, we have taken the difficult decision to terminate your employment, effective October 31, 2014. This decision was agreed upon by senior management and is final. In recognition of your service the company is prepared to offer you $xxxx.

Rehearse and do not have it out on the desk while conducting the meeting.

Put it in writing

Your termination letter, prepared and vetted by HR and legal council, should restate your verbal message as well as outline any severance and benefits considerations.

Consider bringing a witness

You may want to have a third party in the room if you are concerned the employee might pose a security threat, react to the news in a highly emotional way or take legal action. The last thing you want to have happen is for this already unpleasant situation escalate into something worse.

Avoid a ‘walk of shame’

Choose a location and time of day for the termination meeting when there will not be many other people around. Look for a neutral site in the building rather than your own office, otherwise you may lose use of it if they have an emotional reaction to the news and need time to recover composure.

Stay on topic

When given the news, the terminated employee is likely to request feedback or a reprieve. Do not get trapped in any kind of lengthy responses — this is not the time for performance feedback or extensive rationalization. Remain calm, clear and respectful and do not let anything confuse your primary message. Reiterate your point: Bob, this decision is final and this is not the time for performance feedback. The entire meeting should last only two minutes or so.

Have an exit strategy

The terminated employee should not be permitted to immediately accept any compensation offer, notes Mr. Rudner. Instead, hand them their letter of termination and have a career transition councillor or HR advisor pick them up (or have them enter the room as you leave). The career transition councillor or HR advisor should brief the terminated employee on matters such as final pay and benefits, as well as transition assistance if it is being offered.

Debrief with human resources

Send an email to your manager and HR adviser, being specific about what you said and how the employee reacted. A record made soon after the fact could be useful in the event of any legal action.

Tell the rest of your team

Brief other members on the team regarding the departure, remembering to maintain the privacy and dignity of the departing employee. In most cases the team doesn’t need to hear that the employee was terminated, just that the employee is leaving. If pressed for reasons, simply repeat the message of confidentiality. Be ready to discuss workload.

Take care of yourself

You will feel lousy, so schedule an easy day.

Wikipedia, Forbes