Dismissing employees is not a task enjoyed by anyone, and because Managers don’t have to do them on a frequent basis, they are often not handled correctly. Former employees and their network of friends are future potential customers, so it’s important that employees be treated with dignity and speak well of the company once they leave.
If performance issues have been handled appropriately, most dismissals should not come as a surprise to the employee. They will have had a verbal discussion with their supervisor about their performance and an improvement plan put in place with timelines. And, if there is no improvement during the stated period of time, then the employee will have received a written warning that their job is in jeopardy.
To ensure you handle the dismissal effectively, make sure you plan the meeting and are prepared. This includes:
- Wherever possible, terminate an employee mid-week and at a time of day when there is minimal traffic in the office. Be sure to use a private office and have Kleenex handy in the event they get emotional.
- Tell the employee the purpose of the meeting, but do not get into a detailed discussion where you may have to defend your position. Simply state, “due to your inability to meet the position’s performance standards, we are terminating your employment with ABC Company effective immediately.”
- Provide the employee with their dismissal letter and advise them that all of the details of their dismissal are provided in the letter such as applicable severance pay, vacation pay, continuation of health and life insurance benefits, compensation for sick and vacation time, RRSP’s, pension plan, etc. Tell them how they will receive their final pay, and Record of Employment, and be prepared to answer questions regarding how the company will handle references. Advise the employee that they don’t have to read the letter now. Rather, they should review it at home and return a signed copy by the date stated. These letters should be a standard template that has been reviewed by a lawyer to ensure it meets all legal and legislative requirements.
- Collect any company property such as office keys, laptops, parking pass, security access card, long distance calling cards, company credit cards, computer passwords, etc. Also, advise the employee when they can return to collect any personal belongings they may have, which is usually done after hours with two people present.
- Tell the employee that you wish them luck and are confident they will find a position that is better suited to their abilities. Be sure to shake their hand and allow them to leave the premises.
Co-workers should be advised immediately that the employee is no longer with the company. A plan should be in place and communicated to staff on how to handle any incoming calls the employee might receive, who will perform the employee’s work until a replacement candidate is hired, how customers will be informed, etc.
