workplace issues

Handling Difficult Workplace Issues: How to Terminate an Employee

“You’re fired.”

On Donald Trump’s reality show, he simply utters the words and the contestant says a polite “Thank you, Mr. Trump” before leaving. But if you’re a supervisor, you know that real-life terminations don’t often work like that.

There may be tears, accusations, and, in the very worst and rare cases, violence. But when it comes to how to terminate an employee, there are steps you can take to reduce the chances that the firing will descend into chaos, even if it’s under difficult circumstances:

Be Appropriate

Learning how to terminate an employee is necessary for managers to be successful; it’s not a task that should be delegated to someone with no direct supervisory role over the employee. Ideally, the direct supervisor should terminate the worker.

Be Time Conscious

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It’s true that certain situations, such as workplace violence, warrant on-the-spot dismissal. But in most cases management has the opportunity to schedule the termination meeting. Conventional how to terminate an employee wisdom often advises a supervisor to fire early in the day because the worker is likely to be less stressed and better able to cope with the situation. Firing early in the day also gives the terminated employee time to gather their things before the workplace closes.

Be Discreet

No matter how you might personally feel about the worker being terminated, it’s important to maintain their privacy. For example, always hold the termination meeting in a private room or office where co-workers won’t overhear. Why? Because a co-worker audience might embarrass the person being fired and inflame them even further.

Be Prepared

During the meeting, if possible, deliver the last paycheck as well as information about the expiration of benefits. If the worker needs to sign any paperwork, such as a benefits continuation document, take care of that as well.

Be Specific

A vaguely worded termination that’s preceded by small talk and jokes may agitate an already dissatisfied worker. Always be specific and candid regarding why their employment is being ended. But be careful not to overdo it; it’s not necessary to rehash every sin ever committed since the day he or she was hired.

Be Thoughtful

It’s important for you to be cautious and thoughtful. One of the best management practices when you are in the process of terminating an employee is to have either HR if you have access to an HR expert, or another manager at the termination meeting, especially if the employee is potentially hostile or might twist words in the future. Remember, the purpose of the other company rep is to act as a witness—not to participate. You don’t want to leave the impression that you’re “ganging up” on the terminated worker.

Be Helpful

In some situations, it might appropriate to offer to help the employee with some aspects of their job search. For example, consider identifying the worker’s talents and reviewing where they might be applied. You might also discuss what will be said about the person when a prospective employer calls to check references.

Learning how to terminate an employee due to workplace issues will not be your favorite part of the supervisory role. But it is necessary if you want to foster the department, the company, and your career. Start now so you’re prepared to handle this sometimes tricky process.

Dianne Shaddock is the Founder of Easy Small Business HR, Employee Hiring and Managing Tips. Through the Employee Hiring and Managing Tips podcast, blog, and weekly ‘quick tips’ e-newsletters, Dianne offers expert advice on how to make better hiring decisions, manage difficult employees, develop employee policies, motivate staff, and so much more. No stuffy, corporate HR policy lingo; but straight forward, easy to understand and implement advice for businesses just like yours. Stay ahead of the curve and go to Easy Small Business HR for more tips on how to hire and manage your staff effectively.

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Dealing With Conflict in the Workplace: Managing Difficult People and Workplace Issues

Based on my consultations with supervisors at all levels, supervisors dislike dealing with conflict and difficult workplace issues more than just about any other aspects of their jobs.

How do you learn to deal with a variety of difficult employee issues in a way that doesn’t make a bad situation even worse?

Here are a few tips:

1. Immediately communicate what is unacceptable behavior when dealing with difficult people in the workplace.

2. Quickly work towards identifying the root of the problem or workplace issue. Ask questions so that you can understand all aspects of the situation.

Is your employee frustrated that they don’t have the resources that they need to perform in their job? Could they be frustrated because you are not accessible to help them with questions or issues? Is there a misunderstanding between co-workers? There is no excuse for inappropriate behavior in the workplace, but you still need to understand the underlying concerns of your difficult employees so that you can more effectively address the issue and their behavior.

3. When confronted with a difficult employee issue, talk with your employee one on one and give your employee crystal clear guidelines on how and why they need to improve their behavior.

Difficult employees and issues cause disruption to the workplace and make co-workers feel frustrated, insecure, even threatened in some instances. Incorporate into your discussion with your problem employee what the impact is of their negative behavior. Set a time frame for improvement.

4. Don’t send mixed messages or make our employees read between the lines. Spell out what you want the employee to do to change the behavior and what the consequences are if the behavior doesn’t change.

5. Don’t negate the importance of monitoring your employees after problems surface to make sure that any issues that have been addressed don’t resurface. It’s a good management practice to let the employee know that you will be following up.

6. Be sure to acknowledge positive changes as a way of showing your support and acknowledging the fact that your employee is doing his or her part to correct their inappropriate behavior.

7. Don’t be afraid to fire employees who continue to wreak havoc in the workplace; especially after repeated coaching. Be sure that you document all conversations with employees and apply any discipline consistently and fairly.

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The Business Consequences of Workplace Bullying

If you’re a manager looking for tips on how to handle difficult employees, you’ll want to read a very interesting and timely blog post on office bullying. The article delves into the varied consequences for businesses that don’t address workplace bullying.

It’s a good read on the heels of my post, “10 Management Tips for Dealing With Difficult Employees.”

Great advice on why you don’t want to ignore an office bully: How Much Does The Office Bully Cost Your Company.

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Animals and Kids: Do They Belong In The Workplace?

Kids and pets. You’ve gotta love ‘em!

I’ve consulted with supervisors and their employees on a variety of workplace issues for more years than I care to admit. Several companies later, I’ve learned that each business has its own unique set of workplace challenges and issues, although there are many issues which are commonplace regardless of the organization.

Despite this commonality, there is one topic that always fosters an interesting debate: employees who bring their kids or pets to work, and the company’s position on this subject.

Managers usually take one of two positions when it comes to kids and pets in the workplace. Some managers feel that it’s “not a big deal” as long as the work gets done. Then, there is the other group of managers who believe that it is inappropriate at the very least and a possible liability to the organization. What are some of the pros and cons for businesses who allow employees to bring in animals or kids into the workplace?

Pros:

Fosters a Flexible, Supportive and Non-Traditional Work Environment

Employees want flexibility in the workplace. Flexibility means different things to different people, but for some employees, workplace flexibility means allowing them to bring their child or a beloved pet into the office. There are managers who view this as an employee’s willingness to get the job done no matter what the circumstances. Some feel that the employee will be more productive if they are not worried about a pet that is at home alone, or if their staff member does not have to stay out of the office to care for a child.

This type of flexibility is often important for small businesses that place a high value on not just productivity but who also on the workplace culture. It’s important for many businesses that their employees’ perception of the workplace is one that is supportive to the needs of its staff, and this includes allowing pets and kids.

Cons:

Reaction and Perception of Other Staff Members

Not all people feel comfortable around animals. There may be individuals who have a fear of animals or who are allergic to certain pets.

Some employees may perceive that co-workers with children are receiving preferential treatment while other staff members may believe that colleagues who are caring for children or pets in the workplace aren’t working as hard. How can they be if a child or a pet distracts them from their work? These same employees may believe that they are working twice as hard to cover the work that their co-worker isn’t doing because they have brought a child or a pet to the office.

Liability Issues

If a child or pet is injured on company property, the company could possibly be liable, despite who is at fault. There may also be city, state, or federal regulations that prohibit “non-workers” on the premises in certain workplace situations due to safety or licensing issues.

Bottom line- the best policy is to analyze in advance what your company’s position is on allowing employees to bring children or pets to work. There are likely more pros and cons that you will need to consider based on the circumstances specific to your company.

Once you’ve made your analysis, write a policy that addresses the company’s position on bringing children and pets to work; whether the decision is to allow it or not. Make sure that your employees are made aware of the company policy.

If your organization’s position is to allow children and pets in the workplace, check with an employment lawyer as well as the appropriate state and local officials so that you have a clear understanding of any potential liability your company may face. Use this information to craft a very simple, but clear policy, which outlines your expectations as well as any restrictions to your policy.

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