Managers face various challenges throughout their careers, such as giving feedback, managing time, communicating effectively, and dealing with team dynamics.
However, having a termination conversation with an employee is one of their toughest responsibilities.
Getting it wrong can result in legal problems, lower morale, and a damaged employer brand.
At TROIS Collective, we help managers with different solutions.
So, we created this guide to provide a step-by-step approach to how to conduct a termination conversation professionally and compassionately.
Compassionate conversations can help ease the emotional stress that often comes with job termination.
When employees feel like they’re treated with respect and value, even during tough times, they’re more likely to walk away with their heads held high.
This can bring about some good outcomes for both the person leaving and the company too:
If you're in talent management, you know that being prepared before anything else is fundamental.
Before the meeting, get ready by gathering important documents like performance reviews, written warnings, and any other relevant records.
If your organization has a human resources department, check with them for guidelines and support. If not, think about working with a fractional partner.
Then, schedule the meeting when both of you can give your full attention.
Believe it or not, the location where you hold your termination meeting can reflect your compassion and professionalism.
So, go for a private and neutral location to respect the employee’s privacy. This also means to avoid public places where others might overhear.
You should always protect your employee's dignity and show that the company values confidentiality.
Explain the reasons for the termination in a straightforward manner while focusing on factual information rather than personal opinions.
This way, the employee won't feel like you're going in circles to reach the point.
You know this is a hard moment, especially if you've been through a termination yourself.
The best thing to do is recognize that this is a difficult moment for the employee.
Use expressions such as “I understand this is hard” or “I can see this is upsetting”.
Allow the employee a chance to express their thoughts.
On the other hand, make sure to listen to their concerns or questions without cutting in.
Just stay calm and try to understand, even if the employee gets a bit emotional.
Respond thoughtfully, and don’t get defensive because that could make things worse.
After considering the employees' point of view, it's important to clearly outline the next steps.
This includes specific information regarding workers' severance and compensation packages, benefits when they will be removed from the payroll, and any support the company can offer during this transition.
We highly recommend having an HR Business Partner present to walk through these kinds of details.
Whenever possible, provide resources to aid in the transition, like job placement assistance or references.
This can make the employee feel supported as they take the next steps in their journey.
If you have a recruitment partner, be sure to suggest the employee to them for opportunities at other companies.
Focus the conversation on the facts at hand and steer clear of personal discussions regarding the termination decision.
By remaining professional, you ensure that the meeting stays respectful and aligns with company policies.
Thank the employee for their valuable contributions to the company, while recognizing their strengths and sharing your hopes for their future success.
One of the most effective strategies we implement as HR consultants is this approach, as it helps prevent the employee from harboring resentment or negative feelings.
A guide on how to conduct a termination conversation professionally and compassionately must include what you should not do.
Saying expressions like “This is really hard for me” or “I’m not sure how to say this” isn’t effective. It comes across as making the situation about you.
You should clearly explain the reasons for letting someone go, such as performance issues, and avoid being vague about it.
Make sure to talk about what happens next before wrapping things up. The employee should know everything before the conversation is over.
Termination conversations are a part of management that needs to be done carefully.
Handling these talks with respect makes a big difference.
Fortunately, following this article's guidelines, you can lead these conversations with professionalism and compassion.
If you have any difficulties, feel free to reach out to us here.
