How to Terminate Employment

Welcome to Mind Tools' Video Learning Series.

Letting someone go is never easy. In fact, it's likely one of the hardest things you'll ever have to do as a manager.

Handle it poorly... and you may leave the other person feeling shocked, confused or even angry.

But handle it professionally – and with compassion – and you'll be able to minimize any pain and uncertainty.

The fact is it's never going to be an easy conversation. But there are some things you can do to ease the process:

First, take at least one other person into the termination meeting with you. Ideally this should be someone from HR. They can take notes and witness the conversation, so you can pay full attention to the person you're letting go.

Also, mind your body language. Demonstrate your honesty and respect by sitting up straight and maintaining good eye contact throughout.

Avoid getting sidetracked by small talk. This is a serious meeting, so be upfront about the decision and what it means. Be specific and honest about why the person is being let go.

Give the employee time to digest the news. If they become angry or upset, listen with empathy.

You can show acceptance, but not agreement, by saying things like "I see" or "I understand." This will also help you to avoid being drawn into a debate about the rights and wrongs of the decision.

Finally, double-check that the team member knows exactly what needs to happen next. For example, how much notice they'll need to serve, deadlines for returning company property, and what work they'll need to hand over.

Round off by discussing any support available to them and thank them for their time with the organization.

Ideally this is a conversation that is best to have face-to-face. But, with many of us now working virtually, this won't always be possible. A video call is the next best thing – failing that a telephone call. Email should be a last resort.

If you opt for a video call, test your equipment in advance to make sure your team member can see and hear you clearly. And explain the need for privacy. This is particularly important if the person is working from home or in a shared workspace.

Receiving bad news remotely can be particularly hard to take in. So repeat key points to make sure they've understood everything and give them plenty of opportunity to ask questions. Then, summarize what's been discussed formally, in writing, after the call's finished.

Letting someone go is never going to be easy, but by being honest and treating people with dignity and compassion, you'll hopefully make the task a little less difficult. And, you'll have demonstrated to the rest of your team that you're trustworthy and professional, even during the very toughest of times.

For more advice on letting people go, see the article that accompanies this video.