Terminating an employee – what comes to mind? Probably, the first thoughts that come to your head are negatively charged — frustration, stress, guilt. These are emotions that can affect both the dismissed employee and the employer. The way we approach the termination process will impact the various parties involved — the employee, the employer, the rest of the team, your position as a leader, and also the reputation of the entire company. An empathetic termination process is a way to emerge from this difficult process stronger.
It’s worth dividing empathetic terminations into stages because empathetic work with terminations is not just a one-time conversation with an employee. It’s a process that should consist of various actions — before the conversation and after it. What to start with?
What is empathy?
Since we’re talking about empathetic termination, are you aware of what “empathy” means? Often, we have a distorted image of this definition, which in practice can manifest as conforming or “pitying” another person.
Empathy is the ability to put oneself in another person’s situation while maintaining one’s assertiveness. By identifying with the other side, we give them a sense of understanding, being listened to, and being themselves. It’s important that you are open and understanding of the employee’s various emotions — from sadness to anger.
In an empathetic termination, we should care for many different factors that affect the comfort and mental state of the person being dismissed.
Before you talk to the employee
Meeting with the employee is just one piece of the puzzle. Initially, you should realize what the goal of your conversation is. Then think about the reasons for the termination, list what you want to convey.
Ask yourself, what prompted you to decide to terminate the employee? Prepare a list of issues with examples for clarification, so that the employee can relate to them. This way, you gain credibility in the eyes of the dismissed, while the employee feels more comfortable.
Documenting your thoughts is one of the most crucial elements of the whole process. It’s important that they are clear and based on factual information. This will limit unnecessary emotions. Finally, it’s equally important to verify whether the termination process is adapted to labor law regulations and the company’s internal policies.
Find the time and space
Adjusting the timing and place is also crucial. The matter of dismissal is a delicate issue. Therefore, it’s especially important to ensure the greatest comfort for the employee. Appropriate conditions can make it easier for the employee to express their thoughts and emotions. If we talk about a specific time, consider the beginning of the week. This gives the employee more time to accept the situation and consider new employment. Regarding the place, consider privacy. The idea is for the employee to have the freedom to express themselves, without the worry that someone will interrupt your conversation.
Effective communication
Do you want to be properly understood by the employee? Use informal, universal vocabulary.
Documenting the information shared during the meeting is important and beneficial for both the employer and the employee.
Why? After the discussion, the employee has the chance to digest the words spoken and to refer to them. Such a document also dispels any later doubts. It provides protection for both sides.
Avoid confrontation
In addition to being empathetic, try to approach the meeting objectively. Focus on the benefits the company gained thanks to this person and thank them for their cooperation. Speak in a more professional context rather than a strictly personal one. At the same time, it’s important to be calm and composed.
Try to lead a communication that doesn’t evoke too strong emotions and the need to defend oneself. If you point out problematic issues, don’t accuse. Try to find the causes of these problems together with the employee. Do not let your emotions and attitude depend on the other party. When disagreement and irritation arise from the dismissed — do not engage in a heated conversation. It’s also not worth convincing about the correctness of the decision in such a situation.
Termination and what next?
Dismissal is undoubtedly a difficult experience for the employee. The decision about their professional career can be highly stressful. Hence, emotional as well as organizational support can be of great importance.
Kind, caring words can go hand in hand with jointly searching for new employment. At this point, use your connections and try to contact recruitment agencies that may need a new person in their team.
Also, think about what your company has, from which the dismissed employee can benefit. Perhaps these are training materials, courses? Collect them and pass them to the person. It will surely be a big dose of motivation for professional development.
Concluding the conversation is as important as its entire course. It’s worth suggesting the meeting’s goal at this stage by summarizing the previous discussion points. Once again, express your friendly attitude towards the employee — support and belief in their capabilities. Remember to maintain discretion. Without the employee’s prior consent, do not disclose information about the dismissal.
What about the rest of the team?
Of course, it’s inevitable that in the circumstances of dismissing an employee, other team members will be curious about what happened. It’s also your role to have a conversation with the rest. Explain to the employees that their job has nothing to do with this particular dismissal. If they have doubts and negative attitudes — be there for them and if necessary, address their words. It’s important that this situation doesn’t lead to confusion where employees might worry about being dismissed soon.
Dismissing an employee doesn’t have to be associated negatively. Remember, everything is in your hands to improve this experience. Proper preparation can make you be seen even better by your employees, the dismissed person, or competing companies. It’s worth being aware that such information spreads quickly. Hence, it’s worth educating oneself and practicing empathetic termination to simultaneously take care of the company’s good image.
