A Choice Of Words
It's a personal choice of mine, but I rarely use the word, "Terminations" when I speak on this topic. I associate the word, "Termination" with the "Terminator" movie, and all that comes to my mind is a gun to the head. Instead, I chose to use the word, "Separation" because it reflects a divorce or an official parting of a relationship. That's what we're going to cover today. How to effectively handle a separation with an employee.
It's a personal choice of mine, but I rarely use the word, "Terminations" when I speak on this topic. I associate the word, "Termination" with the "Terminator" movie, and all that comes to my mind is a gun to the head. Instead, I chose to use the word, "Separation" because it reflects a divorce or an official parting of a relationship. That's what we're going to cover today. How to effectively handle a separation with an employee.
One of the hardest parts of managing employees is handling the uncomfortable, often emotional, responsibility of letting someone go. I suppose that the moment it becomes ho-hum, is the moment you realize that you've done it too much and it's probably not a good sign.
But, regardless if it's hard for you, or it's easy for you to do so, separations must be handled with respect and care. Keep in mind that it's a lot harder being the one to receive this news than the one that's having to give the news....so my advice is always try to maintain their self-esteem and dignity however possible.
Some Tips On Handling Effective Separations
Good performance management up-front!
Employees who are let-go due to performance, attendance, or failure to comply with policies should always be managed before you get to this point. And when I say that they should be managed, I mean that it should be well-documented that we've managed this person's poor performance. If you've managed the performance, and you've followed the steps of discipline, then this meeting is the final meeting you'll have with the employee. In short, they should never be caught by surprise that you're separating with them.
Don't chit-chat!
When you call someone to your office, don't strike up a chit-chat session before you tell them what it is you needed to speak with them about. They're scared. Their head is spinning. Their heart is racing. And it's terribly cruel to them to make them wait to hear what you need to tell them. Just explain why you need to talk with them and get it over with. Don't belabor the conversation. You should explain that you've made a decision to make a change resulting in a separation of the employment relationship because of ......
When you call someone to your office, don't strike up a chit-chat session before you tell them what it is you needed to speak with them about. They're scared. Their head is spinning. Their heart is racing. And it's terribly cruel to them to make them wait to hear what you need to tell them. Just explain why you need to talk with them and get it over with. Don't belabor the conversation. You should explain that you've made a decision to make a change resulting in a separation of the employment relationship because of ......
Focus Them On Next Steps.
Once you've informed them of the decision to part ways, then roll into explaining how unemployment works, what's going to happen to their benefits, what COBRA is about, how you will handle questions regarding verification of employment, how they wish to handle their final paycheck (mail it or come pick it up), and agree on how to handle their personal effects at their workstation or locker.
Once you've informed them of the decision to part ways, then roll into explaining how unemployment works, what's going to happen to their benefits, what COBRA is about, how you will handle questions regarding verification of employment, how they wish to handle their final paycheck (mail it or come pick it up), and agree on how to handle their personal effects at their workstation or locker.
Save Face
To "Save Face" try to have someone available to go pick up their immediate personal effects, and arrange a time when they can come in after-hours or on the weekend to get the rest of their belongings (if it's a desk they need to clear out).
To "Save Face" try to have someone available to go pick up their immediate personal effects, and arrange a time when they can come in after-hours or on the weekend to get the rest of their belongings (if it's a desk they need to clear out).
Escort Them.
Have someone, other than you (the "Terminator") to walk with them out to the door. Keep it on the down-low as best you can. The less "drama" and "visibility" there is, the better it will be for the recipient of this sad news.
Have someone, other than you (the "Terminator") to walk with them out to the door. Keep it on the down-low as best you can. The less "drama" and "visibility" there is, the better it will be for the recipient of this sad news.
Separation Agreements
Separation Agreements are a possible option as well. Consult with an attorney if you're interested in drafting up a separation agreement. But a separation agreement generally is developed as a "parachute" for the separated employee to receive continued pay (or lump-sum pay) and benefits for a defined period of time in exchange for their agreement to waive their rights to take legal action against you.
Separation Agreements are a possible option as well. Consult with an attorney if you're interested in drafting up a separation agreement. But a separation agreement generally is developed as a "parachute" for the separated employee to receive continued pay (or lump-sum pay) and benefits for a defined period of time in exchange for their agreement to waive their rights to take legal action against you.
Last steps.
If you anticipate the conversation to become ugly, consider asking another manager to sit in while you're handling this situation. As far as handling the notification to the workforce, you should explain that "(Employee Name) is no longer working here, and as a team, we need to make arrangements to handle the additional workload until you fill the role again." Don't forget to document comments that were made during this discussion and keep all employment records in accordance to records compliance requirements.
If you anticipate the conversation to become ugly, consider asking another manager to sit in while you're handling this situation. As far as handling the notification to the workforce, you should explain that "(Employee Name) is no longer working here, and as a team, we need to make arrangements to handle the additional workload until you fill the role again." Don't forget to document comments that were made during this discussion and keep all employment records in accordance to records compliance requirements.
Summary: No doubt, this is a very difficult conversation to have with someone. No doubt, it is delicate and hard to do. But, in many cases, it's how you deliver the message that matters as much, if not more, as to what you say.
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