Firing an employee is one of the most difficult things a leader has to do. When done poorly, it can damage team morale and company reputation. However, when done properly, releasing an underperforming or problematic employee can actually strengthen your team. In this comprehensive guide, we provide eight research-backed tactics for respectfully and productively letting someone go.
The First Step: Meet In-Person if at All Possible
The best practice for firing an employee is to do it face-to-face whenever feasible. As social creatures, humans communicate through more than just words. Seeing someone’s facial expressions and body language provides crucial additional context, allowing you to better gauge their reaction and emotional state. This enables you to adjust your messaging appropriately and have a more empathetic, humane conversation.
Of course, with remote and hybrid teams, an in-person meeting is not always possible. In that case, you should at the very least conduct the discussion one-on-one over video chat. This maintains more interpersonal connection than a phone call or other medium. And it prevents the disastrous approach of large-scale impersonal layoffs, as happened with the Better.com CEO infamously firing 900 employees via Zoom.
Have a Witness Present
When firing someone, you should always involve a third-party witness, ideally from HR or legal. This serves several purposes:
- Accountability partner to keep the discussion on track
- Source of expertise for technical questions
- Witness who can attest to the professionalism of the conversation
Even when tensions run high, having a neutral third party present incentivizes all parties to remain calm and constructive. It also protects you legally in case the employee later makes inaccurate claims about what transpired.
Clearly Outline Next Steps in Advance
Before meeting with the employee, you need to decide exact details like:
- Their last day of employment
- When access to company systems will be revoked
- Status of benefits/insurance
- Return of company property
Document these termination conditions clearly in advance, even providing them in printed or digital format during the conversation. This firmly signals that the decision is final, preempting attempts at pleading or bargaining. It also equips the employee with logistical next steps instead of leaving them hanging in shock.
Offer Transition Support If Appropriate
In no-fault layoff scenarios, consider offering transitional support to leaving employees. Two major options:
- Formal organizational assistance like severance pay or outplacement services
- Informal personal assistance like serving as a reference or making professional connections on their behalf
This support can mean the world as someone grapples with unexpected job loss. Be very clear in advance on what you can and cannot provide to set appropriate expectations.
Make Yourself Available Afterwards
Firing conversations are often scheduled late in the work week, minimizing potential awkward interactions. However, this can leave no time for necessary post-conversation processing and self-care.
Instead, create spaciousness. Block off an hour or more of buffer time after the meeting – for yourself and in case the employee needs extra support. Allow space for emotions to settle before rushing into other obligations.
Quickly Address Team Implications
Even if handled with care, firing someone sends shockwaves through an organization. Rumors start instantly, so gather relevant team members quickly after letting someone go. Offer a transparent explanation of why it happened and what happens moving forward.
Remember that even your best employees are taking notes on how you handle exits. They want assurance you would treat them fairly as well. Keep comments professional and focused on operational impact.
Forgive Your Own Shortcomings
However carefully orchestrated, firing someone is guaranteed to feel awful. You’ll likely forget key points, miscommunicate something, or otherwise fall short of perfection. Forgive yourself. With emotional conversations, some messiness is inevitable.
The key is keeping the dignity, psychological safety, and interests of all parties at the center despite the discomfort. If you become an expert “firer”, that likely signals shortcomings as a leader who develops and retains talent. Progress not perfection.
Additional Strategies for Addressing Poor Performance Before Terminating Employment
Of course, firing should always be a last resort. Explore these techniques for correcting performance issues prior to taking that step:
- Identify clear, behavior-based expectations needing improvement
- Outline key training/development opportunities
- Increase frequency of coaching conversations focusing on growth goals
- Implement short-term performance improvement plans with clear accountability
- Provide chances for the employee to voice their perspective on challenges
Investing in supportive remediation demonstrates patience and commitment to an employee’s success wherever feasible. In many cases, it uncovers addressable issues like insufficient training, outside life stresses, or a skills/culture mismatch interfering with excellence. Open communication and diligent efforts to enable improvement prevent premature resignation or termination.
However, if an employee ultimately remains misaligned with responsibilities even after extensive support, removal serves the health of the overall team. Still apply compassionate transparency and grace when navigating the termination process.
Key Takeaways on Respectfully Firing an Employee:
- Meet face-to-face/one-on-one if humanly possible
- Involve a neutral HR/legal third party witness
- Decide and clearly outline termination logistics in advance
- Offer transitional support within reasonable boundaries
- Schedule ample personal buffer time afterwards
- Promptly address implications with remaining team
- Forgive your own inevitable messiness
- Explore improvement solutions before resorting to firing
By applying these psychological best practices, leaders can judiciously evaluate when an employee parting ways best supports collective team success, while still honoring that person’s dignity during difficult goodbyes. Releasing with respect and care serves all.