When Necessary, How to Terminate an Employee

By Patricia Lawrence, Human Resources Manager

Terminating an employee is one of the most feared tasks for managers, supervisors and directors. Managers want to conclude the action as quickly as possible and in their haste can miss some very important protocol that could spell trouble for the association, company or sole practitioner down the road. When terminating an employee, the employer should make sure that all bases are covered. To accomplish this, several factors must be considered before the termination meeting is set.

An employee can be terminated for a number of reasons; the most common are violation of company policies and poor work ethic. Noncompliance of company policy that can get employees into hot water includes, but is not limited to, abuse of overtime, inconsistent time records, violation of company taxi ride policy, excessive absences and tardiness. Nevertheless, with respect to tardiness, from an employee-relation standpoint, the employer should try to accommodate the employee with an alternate work schedule before making a termination decision. Should an alternate work schedule be created, but to no avail, then there may be cause for dismissal.

Employers must put their employees on notice when they fail to comply with company policies or exhibit poor work habits. By doing so, the employee’s behavior and actions are documented, leaving no doubts or questions if the employee is later terminated. However, employers should give employees a reasonable period of time to correct the unacceptable behavior or problem. A reasonable period of time typically is a 30-, 60- or 90-day period, depending on the infraction. For example, a minor infraction may warrant only a verbal warning with a request for immediate improvement of the behavior. The order of employee warnings should proceed from a verbal to a written and then a final warning before a termination decision is made. Nonetheless, managers must use discretion and be certain that their course of action is appropriate to the employee’s breach of employment.

Likewise, employees who commit the same infractions must be treated exactly the same. For example, if X and Y both have tardiness problems, and a decision is made to terminate, they must both be terminated unless extenuating circumstances prevent one employee from being terminated. Treating similar-situated employees the same is not only ethical but safeguards the company against possible lawsuits.

When the moment to terminate an employee arrives, do so in the privacy of an office. Never terminate an employee in public. At the meeting, treat the employee with respect, tell him or her the reason(s) for the termination, and make certain the employee understands why he or she is being terminated.

The termination meeting is difficult for all parties. Give the employee an opportunity to ask questions. The manager or supervisor must always maintain a “cool head” and avoid any confrontation with the employee. The meeting should be direct and short. Once the meeting is over, allow the employee to collect personal belongings and to exit the premises with dignity intact.