Firing People with Empathy: A Termination Checklist (Part 3) with handout
A discussion about how to properly navigate employee terminations with empathy and accountability.
In Part 2 of our series on firing with empathy, we delved into the importance of a well-structured Performance Improvement Plan (PIP) to help employees get back on track. However, there are times when, despite all efforts, the PIP does not yield the desired results. In this third part, we'll explore the process of termination when it becomes evident that it's the necessary course of action. Firing an employee is never easy, but by approaching it with empathy and professionalism, you can ensure a smoother transition for all parties involved.
Recognizing When Termination Is Necessary
Warning Signs the PIP Isn't Working
When dealing with PIP's, it’s always important to have a backup plan. Taking time behind the scenes to regularly review the employee’s adherence and performance when it comes to expectations laid out in the PIP is crucial, as it may become increasingly evident that no amount of performance improvement will get the desired results. If you feel like termination is unavoidable, having a plan in place with HR is always the best alternative.
So what are some obvious signs that the PIP isn’t working?
1. Consistent Underperformance: When the employee continues to fall short of expectations throughout the PIP period.
2. Lack of Improvement: If the employee fails to show significant improvement in their performance or behavior despite clear guidance and support.
3. Resistance to Feedback: When the employee displays a lack of willingness to accept feedback or engage in the improvement process.
Preparing for the End of the PIP
Before you initiate the termination process, it's crucial to ensure all necessary steps are in place:
Document Everything: Maintain a thorough record of the PIP, including feedback, milestones, and communication with the employee.
Review Company Policies: Familiarize yourself with your company's termination policies, ensuring compliance with local labor laws. This is where an open line of communication with HR plays a pivotal role in making this a legal and seamless process.
Meeting with HR
Consult with your HR department or legal counsel to ensure you are following proper procedures. HR can provide valuable guidance on the legal and ethical aspects of termination. After every HR meeting be sure to have a recap email sent between managers and HR counterparts to make sure everyone is on the same page and everything is documented.
Checklist for the Termination Process
To ensure a smooth and organized termination process, a checklist of each of the steps that needs to take place before, during and after a termination is something I wish I had access to when I first started letting employees go.
📖 I put together this termination guide to help you think about things that normally wouldn’t be top of mind with all that goes into someone leaving the business. I’ve included a sample script for the termination meeting with the employee and a sample of the follow-up email you can send to the employee’s personal email after the termination.
By following these steps and approaching the termination process with empathy and professionalism, you can minimize the stress and discomfort for everyone involved.
Disclaimer
The advice and input provided in this series is just that - advice and input. It’s strongly recommended that if you’re considering termination or a performance improvement plan (PIP), you speak with an HR professional and/or legal counsel.