SOME of my readers know that I was recently consulting as Human Resources Manager at an oil-and-gas company. I had written about tips for a successful application, how to deal with a difficult boss and co-workers etc. I’ve been asked now to discuss what is the best way to fire someone. I’m happy to answer this, as I’ve seen it done pretty badly here in Guyana. Not really anyone’s fault, as there is no proper protocol. Outside of Guyana, the employee is sent down to the human resource department, where there is a proper procedure. In Guyana, it seems that anyone who is of a higher level of employment can fire you and do it pretty much any way they want to. Therefore, for those of you who are guilty of not doing your best in this area, I hope you take the following tips.

If you’ve ever had to fire someone, you know how difficult it can be and should typically be a last resort. Guyana has a firing protocol in the labour laws where there is a verbal warning, then a written one, then suspension upon investigation and then termination. This typically applies to contractual employees, and termination can only happen without all the aforementioned warnings unless there is a serious breach of work protocol. If you have a contractual employee, make sure you have legal grounds to fire them as well as have followed the legal procedure.

If firing someone is your only option at this point, correctly doing it can save yourself and the company a lot of trouble.

Firstly, when firing someone, the element of surprise should always be left out. This means giving them warnings if they are not performing up to your standard. Keep in mind that a performance review and a little extra training reduces employee turnover and increases employee morale, so if that’s an option, take it.

If you cannot, run it by another manager or a partner to ensure you have solid grounds for termination as it is common that these decisions are made discriminatorily.

Do it in person if possible – it is more respectful and allows for better understanding.

Do it in private as it is a sensitive discussion – I have seen and heard stories where people get fired in front of other employees – all that does is cause additional employee dissatisfaction and unease. Keep in mind, this could be someone your other employees care about or they should spend all their employment time worried about when their turn will come around. However, if the employee has shown problematic or violent tendencies, having one witness in the room is okay. The employer’s and the company’s safety are important as well.

The day and time chosen is actually very important to someone’s mental health. If no notice is required and the termination is effective immediately, it is best to do it early in the week, as it encourages the employee to get right to work on finding another job and reduces the chances of them spending the weekend worrying, mal-coping and feeling hopeless, as not much is open so they cannot go straight into finding new work. However, if you cannot do it during the day because it cannot be private, wait until the end of the day.

Tell them as soon as the meeting starts – employers think they make it easier if they begin with general small talk- it’s not.

Be very clear and concise. The employee should not feel that the decision is still being made. I’ve also seen people beat around the bush to make things less uncomfortable and say things like, “We don’t need you right now but we will call when we do.” That does not help anyone. You’ve made a serious decision so make it undoubtedly.

If you have any proof of wrongdoing or any previous employee documentation, be sure to have that on hand. More often than not, you will receive a series of questions as to why and promises to do better. If your mind is made up, it is better to have evidence as to why. Be prepared for the employee to go through a series of emotions, but keep yours in check; maintain calmness and professionalism.

For contractual workers, notice is usually given so ensure you have a solid transition plan- what will they be doing with their last days? When will they be handing over office property? Training someone else? Make this clear.

Cover everything essential. Before they walk in the room, you must be prepared for any questions such as when will the last paycheck be collected, anything concerning benefits- anything at all. This is one time when you can’t say, “I’ll get back to you on that.”

Show empathy and listen to what the employee has to say. This just lets them maintain a little dignity and you may actually learn something in your workplace culture that you can improve.

Unless it was something unlawful, you can thank them for their service and offer references so they can find employment somewhere better suited for them. If the termination was simply due to job performance, talk to them and ask them what they like and are good at. People often don’t do well because they do not find joy in what they are doing. There is a great saying that “if you cannot help someone, at least do not hurt them,” but in this case, you can actually do both.

For employee morale for everyone left, communicate the appropriate details to them in a healthy way. It is difficult for employees to come to work and one is just missing. Address the situation in a healthy manner.

If you agree with the above but may not remember when the time comes, it is simple to make a company employee termination checklist and ensure that all managers and firing officials follow the proper protocol.

Thank you, everyone, for reading and please keep sending topic suggestions to caitlinvieira@gmail.com