Having to fire an employee is never an easy or pleasant thing to do. You spend a lot of time and efforts searching for the right person for the job, conducted numerous interviews, focused a lot of attention and resources on the training of the new-hire, and strived to grow and develop the employee to help you in return growing your business. That being said firing an employee should only happen after you tried to counsel and help the employee to improve.

Once you tried every avenue and termination is the last option, it’s the right thing for your organization, the other employees and in many cases for the employee being let go as well.

Before terminating an employee you need to

1. Set expectations! Be very clear of what your expectations of the employee are and ensure that he/she has the resources and authority to be successful.
2. Conduct performance reviews! Reviews should take place every six months and every drastic change in performance should be addressed immediately. Try to provide feedback whenever appropriate.
3. Know your standings and keep records! Fully understand the labor relations of your work environment and that you follow contractual guidelines. Keep records of performance related conversations that you had with the employee and ask him/her to acknowledge what was discussed and the goals that were set by signing the meeting minutes.
4. Be clear and precise! If the respective employee does not improve his/her performance be very clear that the next step will be termination. Reiterate again what the expectations are and that the employee has the tools and resources to be successful.

When terminating an employee you should

1. Make a plan! Understand how your department will operate without the respective employee, and have a plan in place that will ensure that the transition will be as smooth as possible.
2. Be candid and come right to the point! Set up the meeting in your office away from any distractions (and have a witness or human resources representative present if necessary) and don’t wait more than 30 seconds to come to the point. You had numerous documented conversations with the employee in the past leading to this termination and shouldn’t confuse the purpose of this meeting by doing any small talk. Don’t procrastinate and just spit it out. You should be as direct as ‘Alexander, thank you for coming to talk to me. Unfortunately the purpose of this meeting is not pleasant… I am sorry, we have to let you go’. Once this is said you can add ‘we had discussions leading to this, and you must feel as well that this is not the right position for you’ and so on.
3. Keep it short and simple! You shouldn’t go over the reasons for the termination in detail again, as this was discussed in detail and full length in the meetings leading to this termination. Don’t get distracted by any smoke screen or argument, and keep focused on the purpose of this meeting.
4. Offer help! In most cases the employee is not a bad person and just not suited for this position. If appropriate give recommendations for other positions that you would see fit (but be honest to yourself, and don’t try to move your problem around or set false expectations).
5. Don’t take it personal! Having to terminate an employee, will always be an unpleasant experience and something you’ll never fully get used to… regardless of your position, but keep in mind that you have a responsibility towards your organization and your other employees.

Keep in mind that you have a responsibility as a leader to grow and develop your employees, and that termination can only be the last option after you honestly tried every avenue to make your employee successful!