How to Say Goodbye Well
While it's not the most fun part of team management, the need for occasional employee correction is inevitable. Whether employees are not meeting expressed expectations, have not improved after warnings or coaching, or have blatantly behaved in a way that warrants response, disciplinary action is simply part of personnel management.
Discipline
Some instances justify immediate dismissal (i.e., violence, sexual misconduct, egregious harassment, etc.) but most missteps can be handled through effective employee discipline. Before determining a course of action, consider the following:
Was this the first offense?
Did the offense affect others on the team?
Were expectations clearly stated in the staff lifestyle agreement or job description?
After considering those three questions, determine whether a verbal or written warning is appropriate, if the person would benefit from a performance improvement plan (PIP), or if another course of action is needed. No matter which path you take, document everything!
Termination
When warnings and PIPs aren't cutting it, it might be time to let an employee go. Terminations are never fun, but they can and should be handled with compliance and care, especially in a ministry setting.
When the time comes for termination, be clear and concise. Have your documentation in order and make sure you are familiar with all local, state, and federal laws for termination. Be prepared with their final paycheck, termination letter, and plan going forward for company property and technology. During the actual meeting be direct and honest. Be kind and generous with your words, time, and benefits. Allow them to respond, but remember that kind does not mean timid or malleable.
While terminations are likely at the bottom of your “fun HR tasks” list, avoiding necessary terminations can sabotage your overarching HR goals by negatively affecting team morale and productivity. When an employee is no longer a great fit for your organization, your organization is likely no longer a great fit for the employee. People change. Organizations change. Everyone knows that high turnover can be a sign of an unhealthy organizational culture, but consider that NO turnover may equally be a sign of stagnant employment cycles.
Exit Interview
Once a termination has been communicated, your job is not done. Be sure to ask your employee to participate in an exit interview. In a safe, private place and time, allow the employee to share their experience. They may have grievances that can prove helpful in improving culture for remaining employees, or may just need closure before moving on. How your organization ends its relationship with an employee is another opportunity to care for and shepherd them in a vulnerable time. Be kind. Be available. Help them end well.
Prevention
While terminations are inevitable, there are some proactive steps you can take to protect your organization against high turnover:
Communicate job expectations (job description) and behavioral expectations (staff lifestyle agreement) from the beginning.
Invest in your people! Empower leadership and managers to discipline their team members both on a practical and personal level. Create an environment where feedback is welcome in both directions.
Get AHEAD of potential disciplinary issues. When issues arise, address them with care and clarity so employees have the opportunity to improve.
The purpose of these hard topics is to get the right people in the right place with the right support so both they and the organization can flourish. With the right heart and preparation, even discipline and offboarding can be forms of ministry to your staff.
Need more help ending well? Sign up for the HRMP cohort!
Authored by the HRMS Team, a group of dedicated church HR experts who draw from extensive ministry experience to keep your organization compliant and healthy. Schedule a call and find out how we can help you simplify your organization’s HR here.