Termination | How to conduct an employee termination meeting

Termination | How to conduct an employee termination meeting 

“Termination” of employment or harshly “firing” an employee technically includes both voluntary (resignation) and Involuntary (asked to leave, laid off or fired). Where the termination of employment is initiated by the employer, it is known as dismissal or discharge as well. It is a drastic step and should be taken after careful thought. While dismissal needs to be supported by just and sufficient reasons – usually it’s often because of –

• Poor performance
• Serious misconduct
• Disciplinary action for violation of workplace rule
• Changed business needs that require eliminating or restructuring positions

While offences like sexual harassment, drug or alcohol on duty or stealing may subject an employee to immediate termination even. However, if the poor performance, insubordination, or failure to follow company policy is not corrected following the last appropriate warning – or there is a relapse after progressive discipline – a manager should consider termination.

 What to say when you terminate an employee? Letting an employee go is one of the most difficult parts of a manager’s job, and the message is one of the hardest for an employee to hear.

Regardless of the reason, managers should always ensure - how to effectively terminate an employee and further deliver the news in a sensitive and humane way. It should be the last step and may be resorted to after all the efforts in rescuing the employee have failed.

Before determining the best way to terminate an employee, consider the following points –

1.  Would you take the same step for any employee in similar situations?
2. Is this lawful, non-discriminatory?
3. Have your supervisor(s) or top executives reviewed and approved your decision to terminate?
4. What to say when firing an employee? Will you be able to explain the decision to the employee clearly, honestly and politely with enough valid cause?
5. Do you have appropriate legally sound script for terminating an employee?
6. Will you be able to explain the termination to the employee’s colleagues?

Once the decision is made, How to schedule and conduct a Termination Meeting? Use the following step-by-step procedure to terminate an employee.

Preparation before the meeting, how to invite an employee to the termination meeting?

1. Prepare a “recommendation to terminate” memo or “termination letter” and obtain appropriate approvals
2. Decide on the amount of severance, if appropriate
3. Notify colleagues who have a need to know
4. Schedule a private place for the meeting
5. Be ready with your script and dialogues. Prepare talking points for the meeting
6. Check respective state’s law to determine whether the meeting needs to include giving the employee a hand-cut check for hours worked since the most recent paycheck.
7. Be accompanied by a representative from HR dept. or legal dept. during the meeting. If such a department doesn’t exist in your company - invite another senior Team member for the meeting.  

Be sensible enough to anticipate a range of reactions or retaliation from the employee who is being terminated. Remain calm and clear and most importantly – put yourself in his/her shoes to under how devastating it could be?

Potential cautions during the meeting – The most important is “termination Language or speech”

1. Be direct and to the point, however, do not forget to explain briefly the decision to the employee. Review progressive discipline steps and other measures the company has taken to help the employee.
2. Provide an opportunity for the employee to react and respond and listen carefully.
3. Make clear that the decision is irrevocable and that collectively agreed upon by the senior management.
4. Collect all company property from the employee such as mobile, laptops, Id card, passes or anything related.
5. Explain the right to apply for unemployment.
6. Discuss health insurance, the employee’s final paycheck, payment for unused vacation and if applicable, suggest severance pay too.
7. Inform the employee in written (via letter) about his/her pending benefits, other dues, insurance, pension, or rollover and the like. Suggest next date of visit to claim the dues in the form of Full and final settlement.
8. Get a forwarding address, contact details for future communication, if required.
9. Get signature(s) on confidentiality agreements and other applicable forms/formats.
10. Explain the policy regarding future access to the office.
11. Tell the employee that this is a confidential process and will be shared with only those who have a genuine interest to know.
12. Discuss how you will notify coworkers.
13. Accompany the employee to his or her office or desk area while he or she is gathering personal belongings, or offer to pack and mail them. If possible, minimize the number of employees who might be nearby during this step.
14. Throughout the process, always allow the employee to retain his or her dignity and let go gracefully.

During the meeting, while explaining any clause – do not forget to consider and refer relevant Termination clause (Terms & conditions) of the employee Employment letter.

 Steps to be considered after the termination meeting – momentous is “employee termination announcement” or “what to say to your team after firing an employee”

1. Share the employee’s departure with the workgroup in an agreed-upon manner; be sensitive and concise.
2. Notify appropriate internal staff or any external customers, vendors, or related people affected by the employee’s leaving.
3. Write a summary of the termination meeting and have the witnesses (HR/Legal/Senior Manager present) sign and date that document.
4. Make sure that pending dues are being cleared on time as promised to the terminated employee or advice accordingly to the relevant dept. HR/Finance.
5. Follow up on any other commitments to the employee.
6. Determine who will take over the employee’s responsibilities and handover accordingly?

The essence is how to let go of employees with love and dignity. Do not do any of the following knowing or unknowingly during the termination conversation meeting

1. Do not make the meeting long
2. Do not go on the defensive mode.
3. Do not be insensitive
4. Do not use humour
5. Do not make promises you can’t keep

Always keep in mind, this 3 phased employee termination process guide while conducting such meeting whether you are in HR or any other person/manager responsible to shoulder this duty.

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