Prepare thoroughly: Have documentation on hand, including a termination letter, final paycheque (or date that it will be released) and a release of claim form.
Choose the time and place: A private, neutral setting will minimize interruptions and avoid potential embarrassment. Offer an opportunity to come back after hours to collect personal items.
Make it short: Less than 15 minutes is appropriate. Don’t engage in friendly chit-chat to lessen the blow; it sets the person up to feel blindsided when you give them the news.
Use a script: Clearly communicate the decision and if things go off the rails, come back to the script. Avoid arguing or debating the decision. In a not-for-cause termination, be careful not to bring performance into the conversation as it can confuse the issue and put you at risk of shifting into a for-cause termination discussion.
Review practical matters: Describe the effective termination date, paycheque, and such things as payout of vacation and overtime, benefits, severance or outplacement services, return of keys or company property, etc. This should also be outlined in the termination letter.
Be professional: Be prepared for any response — anger, confusion, confrontation or sadness. Stay kind, focused and calm.
Followup: Wrap up any administrative pieces (revoking computer access, ensuring record of employment has been filed, etc.)
Communicate with your team: Keep it simple. Let them know that the person is no longer working at your company and you wish them well in their future endeavours. Offer support for people who may be struggling or feeling loss and ensure them that there is a plan for how you will move forward.
Debrief with someone after the meeting: Terminations can be as hard on the person delivering the news as on the person receiving it. Plan to have another manager, colleague or friend provide support after a difficult experience.
Ingrid Vaughan, principal of My Smart HR and founder of the Smart Leadership Academy, provides HR support and leadership coaching to small-business owners and managers.
