GPI 075 – Keep terminations private; retain exit integrity.

Keep employee terminations private – retain exit dignity.  There are a number of things you must keep in mind when forced to terminate employees.  Try to follow these rules when possible.

Rules of terminating employees:

  1. No other employees present:  When you must let someone go, try to terminate employees when all other employees are gone or have not yet arrived at the work place.  For example, if you are picking the end of the day, bring them in the closed-door office five or ten minutes before five.  If you wait long enough, everyone will be gone after 5 p.m. when the fired person has to clean their desk and leave the facility.  If necessary, have all other employees leave at the designated time if that is preferable.
  2. No haggling:  Do not haggle about vacation earned.  Pay the employee what is earned and not yet paid.
  3. No one’s fault:  Do not blame the employee. Tell him the job was not the right fit for him and that happens with all businesses.  You do not need to dwell on the person’s deficiencies or shortcomings because it is useless and only makes the situation worse.  Do not get into other previous issues; do not argue about their inabilities.  Stress they did not meet the job requirements and are sure not to have this problem in other positions.  Some people just do not fit certain jobs.  Their termination is not a judgment of their overall character and the company does not feel this way.
  4. No personal issues:  Do not mention personal issues; things that do not involve the company are irrelevant.  If you are burning to mention them, rethink firing this person because you may actually be part of the problem yourself.
  5. Pick a time when the office is empty:  Terminate employees late in the day or first thing in the morning.  If you must terminate someone when everyone is in the office, try to do it at lunch possibly when most are gone.  Do it in a closed office and do so quietly.  You cannot help the fact someone may end up yelling but you do not need to start it.  If there is yelling make sure it is only the terminated employee doing so.  Keep calm and courteous.  Keep your voice low and it will force the other person to ultimately lower their voice when they regain their composure.
  6. No telephone terminations, if possible:  Never terminate people on the telephone unless they have not attended work for several days you cannot reach them except when they call you or they refuse to come to work or provide a valid excuse or reason.
  7. Third parties help calm things:  Have a second person in the room when possible to keep the conversation on track and off of details.  When there is a third person in the room, make sure the terminated person does not turn the other against the person doing the firing.  It is best not to comment about the details.  Be supportive and assure the ex-employee they will be paid everything they have earned plus vacation and any other benefits.
  8. Talk very little; limit your comments and discussion:  Remember that it is best not to talk a great deal about the reasons why the person is being let go because at this point, if the company has decided it no longer wants this employee in this position, the less said is better.  Tell them the job assignment did not work out; you do not blame them but there was not a good fit at this time.
  9. Offer assistance to leave:  If the person needs help with taking personal things to his or her car, help them so they do not have to make multiple trips in and out.  The fired person wants to get their last check and leave.  Most do not want to see anyone at this time.  Help them do that.  If someone needs to take the person home, offer that if there is an employee who is willing to do this for the terminated person (without a car).
  10. Do not fight unemployment:  There is no reason to fight unemployment pay for the employee if there was no rule-breaking, theft or worse violations of company codes and regulations involved resulting in the termination.
  11. Do not discuss termination:  There is no need to inform anyone of the termination in the future.  Do not discuss the termination on the telephone with an incoming caller because you may not know who is actually on the telephone or if you are being recorded.  When asked by other employees about the dismissal, you do not need to talk about it with anyone regardless of their inquiry including department managers or department heads.  Forward them to the HR manager with questions or if they press the issue, ask them to speak to the legal department of the company before discussing the termination.  You gain nothing discussing personal issues with 3rd parties and have a lot to lose personally.
  12. Do not discuss termination reasons:  Do not discuss the reasons why any employee is terminated with anyone inside or outside the firm.  Do not talk about it with other employees even after the termination.  It is private and discussion of any detail can only come back against the company and the person divulging the information.

Keep all personnel records private unless ordered released by a valid court order.