How to Know If an Employee Needs to Go and How to Do It Right

Written by: Ed Carter
Last Updated by Rocio Somoza: October 11, 2022
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As a business manager, it can be a tough feeling to realize that you may need to let an employee go, but that is just the nature of the business. If an employee is not completing their tasks as expected then they can bring the business down, and that won’t help you to elevate your company to the next level. Here are some tips courtesy of Vetted Biz to help you realize when you may need to let an employee go and the steps necessary to do so.

Determine If Your Employee Is Not Fulfilling Their Contractual Obligations

Many managers want to see the best in their employees, but it is important to pay attention and determine if your employees are not fulfilling their obligations. When an employee is hired, they are expected to complete certain tasks as described in their hiring paperwork. If you are constantly getting assignments back late and they are filled with errors then it may be time to have a conversation. If you coach an agent multiple times and they still make the same errors, then that is another red flag. Then there are employees who constantly call out of work or show up late. If that is the case, then you may need to let them go.

Sometimes, your employees may join your company and sign a literal contract that describes their duties and responsibilities. If they fail to meet those needs, then they may be in breach of the contract, and in some cases, that may mean that they could also be liable for damages. If that is the case, then you need to look at the proper next steps and how you can legally fire or remove the employee. It may seem daunting at first, so when in doubt, contact a lawyer for help.

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Follow Proper Steps

Unless your business is in an “at-will” state then you likely cannot fire an employee for the first incident. Instead, you may need to go through a process. For example, some states may require that you write an employee up for the same infraction three or more times in order for them to be eligible for termination.

Read the company manual at your job and look up the rules of your state, so you aren’t accused of wrongful termination.

Have a System for Managing and Organizing Employee Documents

Few employees stay in the same position or keep the same exact responsibilities that they had the day they were hired. Some may get promoted, and some may get fired. In order to keep everything straight, you should digitize all of your records and keep them in organized folders on your computer. If you have a large volume of documents for a certain employee, then consider putting all of the docs into one file. A PDF is a great option because it allows you to move pages around with ease, and it is easy to share with others. One method is to use the PDF page extractor feature to extract specific pages and create a new PDF.

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How to Inform an Employee That Their Assignment Has Ended

Many managers are uncomfortable with the idea of telling an employee that they are being let go, but it is a conversation that you must have. It is important to be delicate and not create any unnecessary drama. This is a conversation that you should have in private. Never fire an employee while in a public meeting. Also, make sure to follow the company policy about termination to the letter.

When you sit them down, talk to them honestly and keep the meeting short and factual. Lay out the reasons why they are being let go and remain professional but get straight to the point. Make sure that you have all applicable paperwork ready to sign, so this can be a one-and-done event. If necessary, have them sign a release form that clears your company of all liability.

As you can see, there are many steps that you must take before letting an employee go from your company. Remember to follow the rules of your state, have an organized documentation system, and make sure that you are following all company guidelines, and it should be a smooth process.

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