20 Tips on Terminating Employees for Poor Performance

By Debbie Amaro, PHR
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Terminating an employee is stressful for all parties, not just for the employee losing their job but for the employees left behind wondering if they are next as well.

Before making the decision to terminate an employee, employers should make sure they have thorough documentation of poor performance and behavioral issues. This is ESPECIALLY true if an employee is in a “Protected Class.” Not having proper documentation opens you up to wrongful termination suits.
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Once you determine you have proper documentation on poor performance and the employee has been counseled but still has not improved it is time to move forward with termination. 
Terminating an employee face-to-face is one of the most difficult tasks managers face, not to mention one of the saddest, but there are some things you can do to make this process less painful for everyone involved.
Here are a few:
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1. Have a Checklist in hand so you do not miss anything.
2. Make sure you have all your required paperwork
3. Have their Final Paycheck “In Hand” In CA Final Paychecks must be paid upon termination and must include all accrued but unused vacation time.
4. Give your I.T. department a heads up to deactivate the employees email access
5. Hold the meeting in a private location to reduce distractions and maintain dignity
6. Have tissues available in case the employee cries
7. Have a box available for after the meeting for an employee to collect their person belongings
8. Try to have a witness present – Especially since anyone can sue anybody for any reason
9. Have the meeting at a time of day when the terminated employee can make a graceful exit (e.g., during the lunch hour or the very end of the day).
10. Have a script or at least an outline of the points you want to cover and try not to deviate from it.
11. Roll play or “practice” what you are going to say a few times so that you are comfortable
12. Do not begin a meeting with small talk.  Get straight to the point. “Hi John, unfortunately we need to let you go and today will be your last day.”
13. Let them know the decision is final. (Because employees don’t believe they will ever get fired.)
14. Don’t downplay the problems that led to termination. (Giving a weak reason like “poor fit” will often lead employees to make up their own illegal reason for the termination.)
15. Don’t make the meeting longer than it should be.
16. After the meeting, ask if they have any personal property and offer them the box (If the employee appears disgruntled make sure to accompany them to collect their personal items.)
17. It’s a good idea to ask your witness to take notes about what was said by whom, should what happened during the meeting ever come into question.
18. Make sure to collect any company property
19. Send an email out announcing the employee is no longer with the Company (Before they find out on Social Media.)
20. If possible, replace the employee’s position with someone within the Company. (One of the best ways to help morale after a long-term employee leaves is to give current employees an opportunity to promote or transfer within the Company.)

 
That’s about it!
 
If you need assistance with terminating employees, ensuring you have proper documentation or any other HR matter please feel free to reach out to us at info@dsahrsolutions.com or (707) 361-5385

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