Computers—Protect Them from Crises

Q. I read your article on terminating employees and felt compelled to write you. While you make several important points stemming from a change in office culture, I think you missed a rather obvious one—protecting the company’s computer system —Zeke T.

A. Many employees who work with computers—online—these days can probably expect a termination that is sudden—being escorted to the boss’s office, or HR—with no warning. That’s harsh and insensitive. The reason termination is done this way is because of the past history many companies have had with employees who were given reasonable notice and then used their final days to get even with the company. They deleted important documents, destroyed or even stole current work, and even in some cases transferred client information to their next job. It takes only seconds for someone to wreak irrevocable damage on a company that is looking to cut corners to begin with.

The only better way to terminate an employee who has computer access would be to have the boss right there—along with a security guard— and apologize personally for what’s happening. And all terminations with people who have online access have to be treated the same way. Of course, as much respect as possible should be shown the person leaving, but he or she cannot demand computer access after receiving notice. Most companies already have in place policies that detail ownership of all electronic data.

The risk of an employee's damaging equipment or causing physical harm isn't worth the risk of letting someone phase out over two weeks. Because of the alarming growth of unresolved anger and stress in our country, it's probably best to terminate the employee quickly, and remove him or her from the work site immediately. At the same time, it can be handled in a humane way that still shows respect for the person being terminated. Some suggestions:

• Phone or tell the employee personally—close to the end of the day or shift—that you need to review some plans with him or her. Example: “John, I’ve just learned that we have to make some changes in our procedures and I’m scheduling short individual meetings with you and the others so we can discuss them personally. Can you drop by my office right now?” (Unless you think there's even a slight possibility of a violent reaction from the employee, don’t have a guard accompany you. It immediately raises suspicion and creates hostility you want to avoid.

• Use unemotional, respectful language while talking to the employee. Example: “Betty, you’ve been a good employee and we’ve valued your work. This will be painful, Betty, but your job has been terminated, and I want to talk to you about adjusting, and what we can do to help you get a new job in another company.”

• If you can, escort the employee out of the building personally. If you have to use a guard, apologize, and give your reasons. Coach the guards on what to say to be supportive and empathetic.

The basis for this approach is to support what your company has probably been telling people from the start: “Our employees are our best and most important resource, etc.” So it simply makes sense to treat employees that way when you have to terminate them.

Daphne Bruce, Director of the Organizational Management Program at Roberts Wesleyan College, explains: “Most of us tend to think of our computer and e-mail systems as private property when, actually, these communication tools are company property, like other written correspondence. Terminated employees who are allowed back to their worksites have almost instant widespread access to other employees and, often, clients via their computers. An employer certainly needs to respect the dignity of terminated employees, both for those employees and for the impact on the morale of remaining employees. Equally important is the responsibility to protect company property and relationships.”

Helping employees to keep their sense of self-respect is important—not only for them, but for your personal integrity as a supervisor, and for the company's long-term reputation and public image. A terminated employee will tell at least 11 others about his or her experience. Wouldn't you want what they say about your company to sound like this: “I can't believe how kind they were. My boss and HR said they really regretted to lose me, and that I've been valuable to them--that it was a difficult decision they had to make. They kept thanking me for all I did, and said they'd help me all they could. Being laid off hurts, but I know it wasn't personal.”

Emily Morrison, a National Leadership Development Trainer and author of Skills for Leadership (Amazon.com) adds: “If more mangers, supervisors and CEOs in all organizations understood how far a little appreciation will go, they’d handle terminations differently.”