Terminating an Employee

For the most part, we assume good will between employees and employers when hiring takes place. However, there are always situations where someone does not match up to the job required of them. If termination becomes necessary, always follow HR best practices in order to reduce the company’s risk around the termination and to demonstrate compassion towards the employee. Remember, people innately want to succeed.

Every manager should be familiar, via a manager handbook, with the process for dealing with problems. The steps include investigating and analyzing the problem, and defining a suitable solution. The manager is also responsible for counseling the employee.

HR Best practices for termination include demonstrating:

• that the employee has not performed at the level expected of him
• that the company has made the employee aware of the issues and given him the chance to correct the behavior
  • giving the employee a verbal warning (and documenting in writing, at the time, that you have done so)
  • giving a written warning describing the problem and required employee action
  • terminating the employee
• distinguishing between performance and conduct problems and insuring that the employee is aware of company conduct policies

When meeting with an employee who has performance or other disciplinary problems, the counseling sessions provide all the information that is needed to correct the problem. The documentation for the meeting should include:

• What did the employee do (or not do) and when
• When was the employee trained or advised about the problem
• What must the employee do to correct the problem
• What are the consequences if the problem is not corrected

This documentation should be signed by the supervisor and employee, and who might add his or her own comments.

Termination is always a last resort and not pleasant for anyone. Maintaining a supportive and positive attitude will allow the process to cause the least amount of damage to everyone involved. There is no better time to watch your words, and speak only what is factual, removing emotional language from the conversations. If at all possible, avoid terminations around holiday times. If you have an outside Payroll service, they may be quite helpful in providing guidance and forms to support the termination process.