As a manager, one of the most difficult tasks within the job is informing an employee of a termination. Taking time to consider your words and tone can help make the situation less difficult.
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Things to Consider Prior to Speaking to the Employee
Before sitting down with an employee to discuss a termination, take time to reflect and identify the following:
The reason for the termination
The employee’s personality
The employee’s tendencies
Considering how the employee will respond to the termination will help you best prepare how to speak to the employee about the issue. Each employee would have a unique response to the issue depending on where they are in their career, personal issues, and personality tendencies.
Planning the Conversation
As a manager, take time to prepare materials to present during the conversation and see if there is anything you can do to address the issue prior.
Document Any Reasoning for the Termination
If the termination is for underperformance or behavioral problems, be sure to provide ample evidence of the problem. For doing this, it may be helpful to provide a paper copy of this during the termination meeting. The underperformance and behavioral issues should have been addressed prior to the termination, so consider bringing back that same performance review to help the employee understand the situation.
If the reason for the termination is a layoff, provide evidence to the employee of decreased overall company performance or reasoning for shutting down their position. Simply telling the employee that they are being fired for a company or economic shortcomings will not be effective in showing the employee the support they deserve.
Decide When is An Appropriate Time to Have this Conversation
Consider having the conversation towards the end of the workday to avoid having to have the employee stay the rest of the day. In addition, have the conversation as soon as possible although it is difficult to have this chat. Moreover, decide on a private location to have the conversation in person if possible. If the position is remote, make sure you are in a quiet private location for the virtual call.
Make Sure You Allot Enough Time for the Conversation so the Employee Can Present Their Side
You should expect the employee to want to talk about the situation. The employee may express confusion or ask for help regarding what to do next. Part of understanding your employee’s responses will allow you to better prepare your approach to the conversation.
4 Sample Scripts on Termination Conversations
Sample 1
Manager: Amy, I have something difficult to discuss with you. The company is facing a major financial decline and because of this, we have had to cut some positions. Your position is one of the roles that is being cut at the moment. I am truly sorry for this news and wish to help you in any way possible.
Amy: This is very difficult to hear, could you provide me with more information regarding why my position is being cut?
Manager: Yes, I prepared information from the company budget to help you see where this is coming from. Here are the documents citing why this is happening.
Amy: I appreciate you taking the time to make this clear to me. Could you help me with job applications as a reference?
Manager: Yes, of course. I have truly appreciated getting to work with you.
Sample 2
Manager: Hello David. We have spoken multiple times about your excessive talking in the workplace. Multiple employees have cited this as a distraction to their work. You have not shown the ability to make the change. Therefore, I have to let you go.
David: Fine. I want a workplace where I will always be able to speak freely. I was considering leaving anyway.
Manager: Ok, I have appreciated getting the chance to know you.
Sample 3
Manager: Hi George. I wanted to take the time today to discuss something super difficult. Unfortunately, we have to let you go. We have discussed several times how you must work to improve your skills in XX area. I also encouraged you to attend a seminar on a workday to help with this. Instead, you chose to spend the day at home. I was truly eager to help you with your performance and am sorry that the efforts are not mutual.
George: I don’t understand where this is coming from. I do not recall ever having a conversation regarding my skills not being up to speed.
Manager: I have prepared several instances documenting these conversations as well as performance reviews from months prior indicating this problem.
George: I see. Well, what if I make the change now?
Manager: I have given you ample time to make adjustments. Unfortunately, I have to let you go.
Sample 4
Manager: Hello Kristen. I have to inform you that the company has chosen to let you go due to recent financial issues. I have provided evidence of these issues to help make the situation more clear. I am so sorry about this and am here to support you through this.
Kristen: Do you have any suggestions as to where I can look for jobs at the moment?
Manager: I prepared a list of jobs that could be suited for you and would be a reference for you if you chose to apply for these positions.
Kristen: I appreciate you taking the time to do this for me.
Conclusion
When informing an employee of a termination, try to find resources to help with their job search or offer up the opportunity to be a reference for a new position, especially if it is a layoff situation. Moreover, take the time to be understanding of an employee’s reactions and feelings when entering the conversation and allow them a space to speak as well.
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