Once you’ve made the decision to part ways, set out a detailed plan for when, where, and how you will give the notice. The more prepared you are, the more effective the process will be. Tried and true best practices include avoiding a Friday announcement, ensuring that privacy is always a priority, finalizing all supporting documents and preparing and rehearsing a script with key messages.

We are seeing a growing trend where top employers go beyond the basics and focus on balancing the needs of the organization with the needs of individuals. They take the time to customize the process based on:

• The company culture
• The situation
• The person

Customizing the announcement demonstrates that the organization is pro-actively thinking about how the message delivery process will impact the individual’s reaction and adapting their course of action. A simple way of implementing customization in your organization is to give individuals options about certain things, such as: How and when they would like to collect their things, and saying goodbye, or not, to colleagues.

Delivering Notice

When delivering the news, be respectful and caring. If you are nervous, it is okay to let it show. The employee will likely appreciate that the decision was not an easy one for you to make. Stick to your script, don’t apologize, and keep your language neutral.

Be firm that your decision is final, but show compassion and offer kind words wherever appropriate about the employee’s contributions or performance; reinforcing their self-esteem will help them move forward faster. Do not offer judgments such as “In time you will see that this is the best thing for you.”

We recommend, wherever possible, that employees have control over when and how they leave that day. They will retain their dignity and be more motivated to speak positively about your company, thus protecting your employer brand. Of course, there will be situations where the affected individual has lost your trust, due to behaviours that led to the decision to end the employment relationship.

Managing Morale Afterwards

You should communicate the departure of an individual to the rest of your employees quickly to avoid the spread of damaging rumours. Make this an opportunity to reinforce your organization’s values by addressing and dispelling staff concerns or questions in a way that is respectful to the person leaving. In short, accessibility, honesty and empathy will go a long way to maintaining employee engagement and productivity.

There is no right way to terminate the employment of an individual or a group of employees. It depends on the number of employees affected, the roles of those individuals, and the people themselves. Whatever practices you follow, be deliberate in your planning, mindful of your organization’s core values, and respectful of the impact of your actions on both departing and remaining employees. Your reputation in the labour market and the productivity of your staff depend on it.

Contact us at HRfx Consulting to assist you with your termination plan and process.