When it comes time to terminate an employee from your organization or business, it is important to be prepared and do it in the most appropriate manner possible.  It is important to carefully word the termination message to the employee, and to deliver in person as well as in writing to avoid any confusion or legal issues in the future. Here are a few guidelines to keep a potentially difficult situation as easy as possible.

1.)   Time the decision to allow for privacy. The actual termination meeting should occur at a time when there will be minimal interruptions, and the location should be out of view of co-workers and office traffic.

2.)   Prepare for and rehearse your delivery. The message to the employee should be well prepared, and if possible it should be rehearsed prior to the actual meeting with the employee. Delivering the message in detail and smoothly can help the employee fully comprehend why they are being terminated.

3.)   Have a witness. Invite an additional management person, ideally a human resource colleague, to assist in note-taking and to act as a witness to any comments or questions that may occur.

4.)   Don’t beat around the bush. It is important to get to the point without making excuses or minimizing the basis of the decision.  Do NOT engage in personal attacks or derogatory generalizations. Most importantly, make sure that the employee fully understands that their employment has actually been terminated.

5.)   Avoid arguments. Be open to questions and concerns, but do not enter into any arguments or discussions regarding the decision.  Answer questions as honestly and completely as you are able to.

6.)   Don’t agree with any arguments.  Be sensitive to the employee’s anger, but make sure not to agree that the company has acted inappropriately or made any mistakes.

7.)   Be Sensitive. In a future lawsuit, the fairness and professionalism that is exhibited at a termination session can support the company’s position that is acted for business reason and was at all times fair and reasonable in its decision-making process.

8.)   Schedule a separate time for an exit interview to address further questions and concerns, and to gather additional information for and from the terminated employee.

9.)   Prepare for the worst.  Workplace violence is all too common, so be prepared for a negative response and how to properly handle it.

For more information on how to terminate an employee, HR Made Simple users should log in and search for Termination. Also, be sure to check out our blog for our three-part series on Best-Practices in regards to termination.