Human Resources 101

1. Prepare the materials: Explain the rationale and prepare all severance information in writing (notification letter, salary continuation/severance period; benefits; outplacement, etc.)
2. Prepare the message: Write the script you will use during the meeting and the key information you will convey to remaining employees. Keep it short and to the point.
3. Arrange the next steps: Schedule meetings with your organization’s human resources and outplacement professionals. Review what should be done with the departing employees’ personal belongings and specify when the employees should leave the organization.
4. Prepare yourself emotionally: Don’t assume personal responsibility for the termination. Remember it is a business decision based on business needs. Acknowledge your anxiety, prepare your approach and talk about your feelings with the human resource and outplacement professionals.
5. Anticipate employee reactions: There are typically five reactions to termination: anticipation, disbelief, escape, euphoria, or violence. By acknowledging these various reactions and learning to recognize them, you will ensure that no matter what the reaction, you will be prepared to handle it in the best way.

Drake Beam Morin recommends the following Dos and Don’ts for conducting a termination meeting.

DOs

• Do invite the employee in to sit down
• Do get right to the point
• Do explain the actions taken and the reasons
• Do listen to the employee and wait for a response
• Do restate the message if necessary
• Do use your prepared notes/guidelines
• Do clarify the separation date
• Do give an overview of the separation package
• Do explain the logistics for leaving the company
• Do provide appropriate written materials
• Do close the meeting within 15 minutes
• Do escort the employee to the next appointment

DON’Ts

• Don’t say ‘Good Morning,’ ‘Good to see you,’ or ‘How are you?’
• Don’t engage in small talk
• Don’t use humour
• Don’t be apologetic
• Don’t defend, justify or argue
• Don’t threaten
• Don’t discuss other employees
• Don’t sympathize
• Don’t try to minimize the situation
• Don’t make promises
• Don’t personalize the anger
• Don’t use platitudes like ‘I know how you feel,’ or ‘You will be just fine,’ etc.