At Findjobhub.com we are using cookies
Cookies are necesary to pass you the best user experience of the website. Read more
Your feedback is impotant to us.
Dansk 
English 
How to fire an employee in the best way
How to fire an employee
Terminating an employee's contract is always a sensitive and challenging task, regardless of whether they are working remotely or in person. When conducting a termination meeting (via video), it's important to approach the situation with empathy, professionalism and clear communication.
Here are some steps to follow when terminating a worker:
Preparation:
- Review the employee's performance, any relevant documentation and the reasons for termination to ensure clarity and fairness
- Familiarise yourself with the company's policies, legal obligations and any contractual agreements related to termination
- Prepare a termination script or outline to ensure that you cover all essential points during the meeting
Schedule a private and confidential meeting:
- Set up a (virtual) meeting and ensure it is secure and private to maintain confidentiality during the conversation
- Provide the employee with the meeting details and clearly communicate the purpose of the meeting without revealing the termination in the invitation
Show empathy and listen:
- Allow the employee to express their feelings, concerns or questions. Be prepared for a range of emotional responses, including shock, disappointment or anger
- Listen actively and be empathetic to their perspective without interrupting or becoming defensive. Acknowledge their emotions and validate their feelings
Communicate clearly and directly:
- Begin the meeting by expressing your appreciation for the employee's contributions and briefly acknowledging their efforts
- Clearly and directly communicate the decision to terminate their employment. Use clear language and avoid ambiguous or vague statements
- Provide a concise and honest explanation for the termination, focusing on specific performance issues or reasons that led to the decision
Address practical matters:
- Discuss the logistics of the termination, including the effective date of termination, any outstanding work or tasks and the process for returning company property
- Explain the employee's rights and entitlements, such as final salary, unused holiday entitlement and any severance or benefits they may be eligible for, in accordance with company policies and local laws
Discuss next steps:
- Outline any support or resources available to the employee during the transition, such as career counselling, job search assistance or references
- Explain the process for returning company property, deactivating access to systems and any non disclosure or confidentiality obligations that continue post termination
Summarise in writing:
- Follow up the (video) meeting with a written termination letter that includes the key points discussed during the conversation, the effective date of termination and any relevant details or instructions
- Provide contact information for the employee to address any further questions or concerns
Communicate Internally:
- Inform the necessary stakeholders, such as HR, IT and the employee's immediate supervisor, about the termination and any actions required on their part
- Handling terminations with professionalism, empathy and respect can help mitigate potential negative impacts on both the terminated employee and the overall work environment.
What to terminate right after the meeting
-
Notify your IT department or system administrators immediately after the termination meeting. They should disable the remote worker's access to company systems, databases, email accounts and any other platforms they had access to including access to any buildings. This step helps ensure the security of sensitive information and prevents unauthorised access
-
Instruct the remote worker on how to return any company property they may have, such as laptops, mobile devices, access cards or other equipment. Provide clear instructions on the return process, including shipping arrangements if necessary. Coordinate with the remote worker to ensure the prompt return of all company owned items
-
Update documentation and records: Update internal records, databases, and systems to reflect the remote worker's termination. Update their employment status, benefits and any other relevant information. Ensure their contact details are removed from company directories or any other public platforms as necessary
-
Inform relevant team members, colleagues, and stakeholders about the worker's termination while respecting confidentiality and privacy. Coordinate with managers and supervisors to ensure a smooth transition of responsibilities and workload distribution within the team
-
Manage client or customer relationships: If the worker had direct client or customer interactions, communicate the change in personnel to the clients or customers they worked with. Introduce a new point of contact or assign someone else to manage ongoing relationships. Ensure a seamless handover of responsibilities to minimize any disruption in service
-
Review legal and contractual obligations: Consult with your HR department or legal professionals to ensure compliance with local employment laws and any contractual obligations related to terminations. This step helps protect the organisation's interests and ensures adherence to legal requirements
-
Provide support and guidance: Consider offering support services to the terminated worker, such as career counselling, outplacement assistance or guidance on accessing unemployment benefits. Providing resources and assistance during their transition can demonstrate empathy and goodwill
Best practice for offboarding
Offboarding, the process of transitioning an employee out of the organisation, typically involves several administrative and logistical tasks. While HR often takes a leading role in managing offboarding processes, it can also involve collaboration between HR, managers and relevant stakeholders. Here are some best practices for offboarding:
-
Assign responsibility: Designate a responsible person or team, which often includes HR professionals, to oversee the offboarding process. This individual or team will coordinate and ensure the completion of offboarding tasks in a timely and organised manner
-
Create a comprehensive offboarding checklist that outlines all the necessary steps and tasks to be completed. This checklist should include items such as collecting company property, revoking system access, communicating with relevant departments, conducting exit interviews, and addressing legal and contractual obligations
-
Notify relevant departments: Collaborate with various departments, such as IT, facilities, finance, and security, to ensure a smooth offboarding process. Communicate the departure of the employee and provide them with relevant information to complete their respective tasks, such as disabling system access, cancelling benefits, retrieving company property and updating financial records
-
Conduct exit interviews: Offer the departing employee the opportunity to participate in an exit interview. This interview provides valuable feedback on their experiences, reasons for leaving and suggestions for improvement. The insights gained from exit interviews can help identify patterns and areas for enhancement within the organisation and also increase retention
-
Maintain open and transparent communication with the departing employee throughout the offboarding process. Keep them informed about the steps being taken, their final salary details, any post employment benefits or obligations and provide them with appropriate contact information for future inquiries or references
-
Maintain data privacy and security: Safeguard the departing employee's personal and confidential information during the offboarding process. Ensure that all electronic and physical files containing their data are properly managed, archived or securely disposed of according to data protection regulations and company policies
-
Provide resources and support to assist the departing employee with their transition. This may include information on unemployment benefits, career counselling services or assistance with job search strategies. Demonstrating support and empathy during the offboarding process can help maintain positive relationships and protect the organisation's reputation
-
Complete legal and administrative requirements: Address any legal or administrative obligations associated with the employee's departure, such as signing termination agreements, fulfilling notice periods, adhering to non compete or non disclosure agreements and finalising any outstanding payments or benefits
-
Document and review the offboarding process: Maintain accurate records of the offboarding process, including documentation of completed tasks, exit interview summaries and any issues or lessons learned. Regularly review and refine the offboarding process based on feedback and insights to continuously improve the experience for both departing employees and the organisation