Terminations suck, but they’re an unavoidable aspect of managing people. But it’s not just about delivering difficult news, it’s about handling the situation with sincerity, clarity, and professionalism.
If you’ve ever thought “I don’t know how to have this hard conversation”, you’re not alone.
Here are some of our tips to help you crush these conversations with confidence and ensure a respectful transition for everyone involved.
Preparing for the Termination
1. Determine Who Should Be Involved
Terminating an employee involves multiple key stakeholders with specific roles to ensure the process is done with a high level of professionalism and ethicality.
- The manager or decision-maker is responsible for communicating the decision to the employee, outlining the reasons, and addressing immediate questions that may arise.
- HR plays a crucial role in due diligence, process management, and providing support throughout the process.
- Your legal reps can be involved to ensure the termination complies with all legal requirements and to mitigate potential risks.
- If the employee is part of a union, a Union Representative should be present.
Each participant plays a vital role in ensuring the process is fair, respectful, and compliant with legal requirements. Make sure you involve all the necessary stakeholders!
2. Gather Relevant Documents
If an employee is being terminated ‘without cause’, ensure a written working notice and complete severance package are prepared ahead of time.
If an employee is being terminated ‘for cause’, compile all relevant documents about why an employee is being terminated, including performance reviews, disciplinary records, communication logs, and complaints. Having the documentation ready will give a clear rationale for the termination and support your decision.
3. Plan Your Approach
Prepare a script ahead of time to outline the key points you need to discuss to minimize confusion, misunderstandings, and emotional reactions. Preparation helps you stay focused and composed during the conversation.
Selecting the Setting
1. Choose an Appropriate Time and Method
Surprises and terminations don’t go well together. Avoid surprising employees with a sudden termination notice by choosing the appropriate time and mode of communication. In-person or video calls are preferable for direct communication. They also allow you to tackle any concerns or questions immediately and use de-escalation techniques if necessary.
Pro tip: Avoid terminating employees on a Friday. Schedule terminations earlier in the week and early in the morning to ensure employees can access support resources, reduce the negative emotional impact, and create a smoother adjustment period.
2. Choose the Right Location for an In-Person Termination
Select a private and neutral setting away from an employee’s peers to maintain confidentiality and show respect. As terminations are sensitive conversations, a quiet and uninterrupted space is ideal.
During the Termination
It’s best to be direct. Start the conversation with a clear statement – this sets the tone for the discussion and lets the employee know why they are here. For example, “Thank you for taking the time to meet with us today. After careful consideration, the company has decided to end our employment relationship.” Then, you can discuss any additional details and acknowledge the employee’s contributions.
For more information on how to navigate tough termination conversations, click here.
Post-Termination
1. Talk to Your Team
Let your team know about the employee’s departure without revealing confidential information. This helps proactively manage rumours and maintains a culture of transparent communication and trust.
2. Be Available to Address Concerns
Be prepared to answer questions from your team. Some team members may feel unsettled and concerned about the termination and whether it will impact them. It’s important to offer reassurance and address any concerns that may arise.
3. Reflect and Improve
Review the process and identify areas for improvement. Terminations aren’t easy, so take some time to reflect on how the process went.
Terminating an employee can be hard, but with the right approach, you can handle it with professionalism. Follow these steps to ensure a smooth, respectful process. The goal is a swift transition that benefits both the employee and the company.
Additional Resources
To learn more about empathetic layoffs and the different types of terminations, check out these resources for further reading:
- Empathetic Layoffs
- Quitting, Getting Fired, or Laid off
- Termination Without Cause
- Termination For Cause
- How to Terminate Employees (The Right Way)
Need legal advice? Get in touch with a lawyer. The information provided in this blog post is intended for general knowledge and informational purposes only, and does not constitute legal advice. Employment laws vary by jurisdiction and can be complex. Consult with an attorney for advice regarding specific legal matters.
Layoffs are hard – we get it. We’re here to help.