Tips on Terminating an Employee

After working as a store manager in a big box retail setting for 11 years, I had to separate scads of associates for performance issues. There's never an easy way to tell someone that they are terminated, but here are some tips from my experiences that might make the process go smoother.

1. Check your local laws and union contracts about termination before your decision
State laws and union contracts vary on how and why you can terminate an employee. Have whatever documentation prepared before you go into a termination meeting. If your documentation does not meet the burden of proof for your state or union contract, rethink your position on the termination.

2. A termination should not come as a shock to the associate
Being in a management position, you have an obligation to give your associates a fair assessment of their job performance. Hold a review with an associate and set specific, obtainable, and measurable goals for their improved performance. Let them know if he cannot meet those goals, his job is in jeopardy. If the employee cannot, or will not, improve his job performance he has been made aware of the consequences of their actions.

3. Documentation, documentation, documentation
Have very specific incidents of the reasons you are terminating their employment. Telling an associate, "I'm terminating you because you are always late", will cause the employee to confront your claims. Giving specific instances of their tardiness will reduce the chance of a confrontation, with the associate.

4. Make statements, don't ask questions, and explain why.
When you're in a termination meeting, do not ask questions such as: "Do you know why you're in my office" or "Why didn't you compete the tasks I gave you in your performance review". You've already made the decision to terminate this employee, so there is no need to ask any questions. Make declarative statements about the associate's behavior and why they are being terminated. "John, I've called you into my office to discuss your position with the company. In the last 20 shifts, you've been late 5 times after being counseled about tardiness on X date. Tardiness causes a lag in the production line and excess overtime. Because of your behavior, we will no longer have need of your services."

5. Have someone else present at the termination meeting
There are a couple of reasons for this step. First, you want a witness to everything that is said in the meeting. Should an associate make a legal challenge to your termination, it's always good to have a witness who can corroborate your version of events. Secondly, one never knows how an employee will react to the news of being fired. If their reaction is inappropriate, some support from a friendly face could make a big difference.

Each termination circumstance is different. Make sure you are well prepared with rational and business related reasons for the termination. Remember that being in a management position brings with it the responsibility of protecting the reputation and assets of your company. While keeping an underperforming employee on the payroll will be easier in the short run, you'll pay for that convince a hundred times over in the long term.