Laying off an employee or a contractor is not an action to take lightly. It can affect the livelihood of a person and their entire family. Letting go of a team member can also put you behind on important projects and cost you money that you must spend on hiring and training new talent. However, there are situations in which letting go of an employee is the only course of action you can reasonably take. If you believe you are in such a situation, there are a few steps to follow before going through with terminating your employee or contractor.
1. Consider the Necessity of Letting Your Employee Go
Career experts explain that dishonest behavior, poor performance, and ethical violations are among the top reasons that leaders let go of certain employees. While these are certainly valid reasons, you should also consider the severity of the behavior and whether or not coaching can correct the problem. Repeat offenses and a lack of responsiveness to disciplinary action will validate the necessity of letting the individual go from your company.
2. Try Mediation for Solving Workplace Issues
If a problem with an employee stems from interpersonal relationships, then hastily terminating someone might not be the best solution. Start by identifying if the problem exists between the employee and yourself as a leader, or if it is a conflict between peers. Once you know which parties are involved, you can turn to ProMediate for mediation services to help resolve matters without the need to let someone go.
3. Line Up the Necessary Administrative Tasks
There are certain tasks to complete when letting someone go from your company, and you should see to it that they are fulfilled gracefully and efficiently. Quick administration will be convenient for both you and the individual in question.
The most important managerial task to carry out during termination is the exit interview. If your company has a dedicated HR department, communicate with them ahead of time so that this process can proceed smoothly. The exit interview primarily serves to sort out matters regarding the employee’s remaining paid time off and other benefits.
It’s also important to have a system of managing any documents related to letting go of an employee. You can use an Excel spreadsheet to keep track of employee issues and disputes. Follow these steps if you’d like to embed a PDF in your spreadsheet—this will be easier than having to locate a separate file.
4. Prepare for the Conversation
When every reasonable effort has been made to correct the behavior of a problematic employee, the only option left available is to part ways. The person in question might anticipate the conversation, but that does not make it any easier to actually go through with it.
Your main concern when planning your conversation is to approach the matter discreetly and with a sense of efficiency. Invite your employee to your office or another private setting, and be sure to get to the point without expressing an unprofessional degree of pity or remorse. You should also have another leader or an HR representative present for the conversation as a third-party witness.
Letting an employee go can make you feel guilty, even when you know it is the right thing to do. The best way to create a favorable outcome for all involved is to take a professional approach every step of the way. Do your best as a leader to help your team members succeed, but be decisive when harsher action is necessary.