How to Terminate a Remote Employee
By VICKY BROWN
Alright, first let’s just both agree that if you must terminate someone’s employment, it’s always better to do it in person. In fact, I would go so far as to say – you should do everything in your power to have that meeting in person.
Why? Well because letting someone go can feel like failure for the person. They may be embarrassed, or feel less than – and that’s not how you want to leave any relationship. After all, it’s not about them as a person – it’s about them not being the right fit for your company, at that time. You know, I’ve said this before – but that same person may go down the street, start working for a different company, and be a superstar – in that environment.
So, always remember – it’s not about making that person feel bad. It’s just not a happy union, so both parties need to move on.
OK, so yes – it’s best to do it in person, but what if you can’t because of distance or some other reason. Well, a remote termination will really require you to have all your ducks in a row. You know, remote terminations present unique challenges that aren’t typically encountered in the traditional office setting. The lack of face-to-face interaction can easily come off as impersonal and cold. And there are logistical considerations too. How do you get the company property back, what about security and on and on.
All that to say, you’ve got to prepare. For the purposes of this discussion, I’m going to assume that if it’s a performance issue, you have laid the proper groundwork by talking to the employee a number of times, going through a formal warning process, and consulting legal if the issue is particularly thorny. So, let’s assume all that’s been done. Now we get to the details.
Figure out the timing first. What do you want to be their last day. Now I know this sounds fairly simple, but you have to take into account the final pay rules in your state. For instance, here in California, employees who are discharged must be paid all wages due at the time of termination. That means, it you’re doing this remotely, you’ll need to arrange for their check to get to them on that day. So be ready with a messenger. And on the direct deposit question – aside from the fact that in all likelihood the employee will see the money in their account before you can have the meeting, you actually have to get specific authorization from them to deposit their final pay. The standing direct deposit form becomes void on termination. So there’s that.
“…TikTok is littered with ‘this is how I got fired’ videos. So be mindful of what you say and how you say it.“
What are you going to do about any company owned items they may have, how will you get them back (again, I suggest a messenger). What about security, figure out the timing on shutting down access and eMail.
And last, but certainly not least – how are you going to communicate to the rest of the team. So many people forget this step – but remember, when you let someone go, it has an impact on everyone who is left. Even if you have a great culture, and great people – it still causes a bit of an uneasy feeling. So keep all that in mind as you craft what you’re going to say to them.
Now, on to the meeting. When will you have it, will it be virtual or in person (again, for this discussion I’m going to assume it’s a virtual meeting). Who is going to be on the call (meaning do you want a witness). It’s important to let them know that the meeting is to discuss their employment – listen, surprises aren’t good for anyone. But you don’t have to go into the final decision yet. Choose a video conferencing tool that ensures privacy and security because this is a really sensitive conversation. And, be mindful of the employee’s time zone and try to schedule the meeting at a time that’s respectful of their schedule.
And these days – just assume you’re being recorded. Now, that may not be true, but TikTok is littered with ‘this is how I got fired’ videos. So be mindful of what you say and how you say it.
When it’s time to communicate the decision, it’s crucial to be clear and respectful. Reference the prior performance discussions you have had, state that you haven’t seen the level of improvement that’s required, and so you are going to let them go. Be direct, but also compassionate. This is tough news for anyone to receive, and the way you deliver it can make a big difference.
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You should also have the termination documents at the ready. Let them know what is in the package, and that you will eMail it to them at the end of the meeting. Also – and this will be a critical point for them – let them know when and how they are getting their final pay. It’s even nice to give them a screenshare of what the stub looks like so they don’t have to wait (by the way, include a copy of the pay stub in the package you eMail to them).
Once the meeting is done, do all the things. Get company equipment back, trigger access security, talk to the team.
And when the dust settles, review the whole process. What went well, and what didn’t go as planned. How can you make it better next time.
Listen, something like this will never be easy. But by doing a process review, you can make it better.
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