Conducting Stressless Terminations: How to Overcome Fear of Firing

Firing an employee for whatever reason is perhaps the most unpleasant task a boss has to face. According to a study by the management firm Alexander Hughes, four out of 10 managers felt their health and family life suffered as a result of having to conduct employment terminations. A total of 37 percent enjoyed their job less, and 12 percent said the experience had affected their ability to do their job properly.

Maybe thatís why some have delegated the task—to e-mail. According to the 13th annual "Attitudes in the American Workplace" survey sponsored by The Marlin Company, 10 percent of employees said their company actually used e-mail to fire or lay off people.

While this approach may avoid an uncomfortable face-to-face conversation, it is not a procedure recommended by human resources professionals. "E-mail works fine for day-to-day communication, but the last thing you want to do is use it for something as sensitive as layoffs," said Frank Kenna III, Marlin president.

The Termination Meeting

When conducted properly, a termination conversation achieves three important objectives. First, the fact of the termination is communicated clearly to the employee. Second, the message is conveyed in a manner that allows the employee to maintain his or her dignity. Third, at the end of the meeting the employee understands what to do next, i.e., how to leave the building, how to retrieve any personal belongings, where to call with benefits questions, etc.

Except in cases of major disregard for company rules or illegal activities, it is best to ask terminated employees to leave within a reasonable time period (no more than an hour or so) and to provide severance pay in lieu of notice.

Before the Meeting

  • Assemble and review all documentation relating to the termination, particularly in for-cause situations such as dismissals for dishonesty or other serious misconduct
  • Prepare a script for the conversation and role-play until you are comfortable with the task. Make a checklist of items to be returned by the employee, such as keys and pass cards
  • Select a confidential location for the meeting, such as a conference room away from traffic
  • Schedule the meeting for either the start or the end of the work day. This may save an employee embarrassment when retrieving personal items from the work area
  • If possible, terminate an employee in the middle of the week rather than on Friday. Terminating mid-week allows the employee to immediately begin a new job search. Also avoid terminating employees around holidays or dates of significance to the employee, such as a birthday
  • Arrange for at least one other member of management to be present as a witness. If the employee has a history of violence or may react violently, arrange for additional security to be present
  • Always ensure that your HR department is aware of the situation, particularly in the case of for-cause terminations or when the employee is a member of a protected class

The Meeting Itself

The meeting should be as brief as possible, respectful, and to the point. Do not engage the employee in a potentially heated argument regarding the reasons for the termination.

  • Remain compassionate, but never compromise the company's position by siding with the employee. On the other hand, do not exaggerate the employeeís poor performance or over-justify the decision
  • Be firm and direct. Say: "Here is the decision, here are the reasons, and here is the information for what happens next"
  • Provide an accounting of the final paycheck, including payment for any time off due. Explain that the final paycheck will be mailed to the employee's address on the next scheduled pay date (unless required otherwise by law)
  • Have the terminated employee sign a written acknowledgement for the receipt of any documents
  • Collect keys, badges, uniforms, cell phones and other company property
  • Review the companyís confidentiality policy, if any, with the employee
  • Document what was said and done at the meeting

After the Meeting

At the end of the meeting, allow the employee to retrieve any personal belongings. In some cases, it may be prudent to escort the employee during this task. He or she should then be asked to immediately leave the building.

  • Notify other employees of the termination as soon as possible to stop the rumor mill and deal with any morale issues, providing a simple, neutral explanation
  • Also notify customers and clients and assure them that the employeeís responsibilities have been assumed by others

For More Information

For more information on conducting stressless termination meetings, contact Extensis Human Resources at 888.473.6398 or hr@extensisnj.com.