How to say goodbye to an employee constructively

Have you had to communicate a dismissal to someone on your team? It’s a challenging situation for the affected individual, for you, and for the entire organization. That’s why it’s extremely valuable to know how to say goodbye to an employee constructively. Only then can you normalize this reality and prevent it from negatively affecting the parties involved.

Why it’s beneficial to dismiss constructively

As Spanish poet Antonio Machado wrote,

“Do things well matters more than doing them.”

There are many reasons why organizations should humanize any dismissal of their professionals.

• Collective sentiment: Business organizations are human groups that typically have internal functional and emotional cohesion. Dismissals can be traumatic for teams, especially when they involve individuals well-regarded within the group. The way we deliver this kind of news can damage the trust and motivation of the dismissed employee’s colleagues.

• Corporate image: It is crucial for any organization or company, as it largely determines its chances of commercial success. This reputation depends on everything we do, including the method of dismissal applied. Indeed, people’s opinions can go viral and create a harmful trend for the overall assessment of the company. This is even more critical now, with social media having an unpredictable level of reach.

• Open doors: Often, the need for dismissal is purely circumstantial, and it is advisable to preserve the possibility of a future professional relationship. One never knows if that employee might become useful again in the future. Moreover, they may cross paths with us again in the roles of a client, supplier, collaborator, or sector authority. In general, it is usually better to build bridges rather than demolish them.

• Empathy and tact: From a human perspective, there is a need to do it in the kindest and most positive way possible. Interpersonal relationships influence individual happiness, and delivering bad news is never pleasant. Consequently, if you can manage this task appropriately, you will feel better.

• Collective sentiment: Business organizations are human groups that typically have internal functional and emotional cohesion. Dismissals can be traumatic for teams, especially when they involve individuals well-regarded within the group. The way we deliver this kind of news can damage the trust and motivation of the dismissed employee’s colleagues.

• Corporate image: It is crucial for any organization or company, as it largely determines its chances of commercial success. This reputation depends on everything we do, including the method of dismissal applied. Indeed, people’s opinions can go viral and create a harmful trend for the overall assessment of the company. This is even more critical now, with social media having an unpredictable level of reach.

• Talent management: Attracting and retaining talent is crucial for success. Organizations compete for the most qualified and effective professionals. The work environment is one of the factors they often consider when choosing one option over another. Constructive dismissals contribute to establishing the stimulating environment they prefer.

Brief reflection on types of dismissal

Before delving into this content, we want to quickly summarize the most common types of dismissal. Each category has its own characteristics and circumstances, even though no two dismissals are exactly the same.

We encourage you to reflect on the context of each type and gather additional legal and regulatory information before defining your strategy to implement them.

There are three main categories:

Objective dismissal: Occurs for reasons beyond the will of the parties. For example, a market crisis that reduces business revenue and requires a reduction in workforce.

Disciplinary dismissal: Derives from a serious violation committed by the employee, who has not respected the conditions of their employment. It could be the case of continued unjustified absenteeism, disobedience, or divulging information to the competition. In the event of a complaint, the Social Court Judge can consider it null, valid, or improper dismissal.

Collective dismissal or ERE (Expediente de Regulación de Empleo): Affects many professionals in the company simultaneously and is justified by technical, financial, organizational, or production criteria.

Certainly, the context and factors of each case establish a different relational framework that you must consider. Thus, ERE usually finds professionals more aware of the real risk of dismissal, as well as concerned and sensitized as a human group. In contrast, disciplinary dismissal typically occurs in a difficult and confrontational relational framework, so its proper management requires established business leadership.

How to dismiss an employee legally: regulations and technicalities

At this point, it is not enough to be aware of the importance of dismissing our employees in the least traumatic way possible. It is necessary to know how to do it.

Some legal and technical issues beforehand

We detail below some operational, technical, or legal criteria and principles that need to be considered:

• To protect the good organizational climate, it is important to communicate the news as soon as possible. Leaks can prevent the affected person from being the first to find out, or cause them to learn through colleagues.

• Many companies have a protocol of good manners for these situations. It outlines how to argue the reasons for dismissal, which must always be shared with the interested party. Also, how to inform the leaders of the affected teams.

• The support of legal advisors can be valuable in providing certain explanations. It also helps to know how to approach the situation from a legal standpoint. However, personal communication usually requires a warm and close encounter between the person to be dismissed and an executive-level authority. The best interlocutor is usually a human resources manager or a high-ranking executive.

• It is advisable to apply assertiveness in communication, be clear and direct at all times, even in the case of disciplinary dismissals.

• There are legal alternatives to dismissal that are less traumatic. This includes early retirement and replacement contracts. Another possibility is functional – either vertical or horizontal – or geographical mobility, as well as converting a full-time contract to part-time.

• A dismissal letter must be delivered that includes the reasons for this decision and the corresponding compensation.

• Strictly complying with the legal framework is essential for the dismissal not to be considered improper or null.

How to dismiss an employee humanely: practical tips

The situation is clear: you have to deliver bad news to an employee, which can affect the rest of the team. It is a tough moment for everyone, but you can minimize its effects if you know how to do it.

Plan the communication

Would you like to be fired by email? Absolutely not. Choose a neutral and discreet place to talk with your employee, and do not inform them about the reason for the meeting beforehand. Also, do not improvise: review the information related to the case and build a mental script with the important points.

It is often appropriate to include a witness in that meeting so that they can testify in case of an incident. Inviting a human resources manager or one of their closest superiors is a good decision.

Choose the right day

Many organizations choose Fridays for these communications. Firstly, to avoid the weekend. But, above all, to mitigate the negative effect of their departure: there are usually fewer people around after the meeting. However, your team may be upset to learn about their absence indirectly or externally.

It is best to communicate the news shortly after deciding. Avoid special dates, such as birthdays or vacation periods, and try to do it when there are not many people in the office. Privacy helps reduce the feeling of humiliation or shame.

Facilitate the farewell

The dismissed employee leaves, their colleagues stay. It is not a good policy to prevent a final contact between both parties. Workers can talk outside, and everyone has the right to say goodbye. If you create the right corporate environment, the departure will be less traumatic and more natural for everyone.

Get to the Point

Be direct; avoid beating around the bush and using euphemisms. Communicate with sensitivity and empathy, but also with precision, honesty, and rigor.

Incorporate Positive Elements

Express gratitude for the dedication provided and, if possible, positively assess the shared experience. Do this without exaggeration, with the utmost sincerity. Even in the most traumatic dismissals, it’s advisable to be diplomatic and acknowledge the positive aspects of the shared experiences.

Provide Reasons

Every business decision must be justified. If you’ve concluded that it’s essential to dismiss someone, there must be a reason. It’s easier for everyone to accept the reality when they know the reasons. Moreover, presenting a rationale allows the experience to be turned into an opportunity for improvement.

Certainly, in some cases, certain information belongs to the corporate private sphere. However, your interlocutor has the right to know what happened; you must inform them with foundation and the required discretion. Again, do it with sensitivity, avoiding causing wounds and in a constructive manner.

Avoid Surprises

When we have time to assimilate a reality, no matter how painful, we are better prepared for it. Therefore, it’s essential to foster continuous and open communication with our employees. If something is not working, they should be involved at the right time, especially if the issue is related to their performance or productivity. If the affected person’s first awareness of the problem is on the day of their dismissal, something went wrong.

Be Cautious with These Mistakes

Sometimes, in an attempt to soften the moment, you can overdo it and achieve the opposite of what’s desired. Remember: a velvet glove with an iron fist; be inflexible in the essential content of your communication.

Avoid:

• Humor and trivialities. It’s a very serious moment.

• Saying that you’re sorry. It implies taking personalized guilt or suggesting that the dismissal is unjustified.

• Sentimental comments in the first person. Such as “I understand how you feel,” “It hurts me as much as it hurts you,” or “I know you’ll do well in the future.”

• Negotiations about the conditions of dismissal or the possibility of avoiding it. Let them know at all times that it’s an irrevocable decision.

• Advice and recommendations. Avoid paternalism and don’t try to advise them on how to act in the future.

Comply with the Law

We’ve discussed this extensively before, but we emphasize it. Beyond its importance for the actual validity of the dismissal, it also provides security and expresses respect towards the dismissed individual.

Act with Empathy

Put yourself in the other person’s shoes. Consider how you would like to be treated in that situation and apply that as a reference. However, adapt it to their personality and character. If you anticipate their feelings, thoughts, and reactions, it will be easier to assist them.

Prepare for their Reactions

These situations are not easy for anyone, especially for the person receiving the bad news. So, expect some type of negative reaction: anger, tears, distress, anxiety, and even rage may be expressed by your employee.

In these cases, your role is not to provide comfort. It’s best to give them time and space to calm down and express themselves. A good resource is offering them a tissue or a glass of water.

Facilitate the Post-Dismissal Period

After delivering the news, it’s best to expedite the departure. Accompany them to their workstation to collect their belongings, or give them time to do so. Inform them of whether their colleagues are aware — or which ones are — so they can share the information. Go with them to the exit and thank them again at the last moment. Subsequently, meet with their colleagues and explain the decision.

Now you know how to dismiss an employee in the most humane, constructive, and assertive way possible. Everyone will benefit: the dismissed employee, their colleagues, and the organization as a whole. Also, personally, you will experience this reality with less stress.