Employees would come and go but your company would remain. Employees leave an organisation when their appointment is terminated or when they resign. These two things could happen for several reasons. When it comes to resignation, as an employer your hands are tied. There is little or nothing you can do about an employee's decision to leave. When it comes to termination of appointment however it majorly rests on you.

Termination of Appointment

To terminate an employee's appointment is to fire the individual. In other words, you no longer need the services of the employee and as such, there's no point in keeping the individual on your payroll, so you ask the individual to leave the organisation. Terminating an employee appointment involves relieving the employee from all official duties, withdrawing all privileges held or given under being a staff of your organisation and severing all connections the individual has with the firm. This means that the employee can no longer speak or act on behalf of your organisation. Terminating an employee's appointment is a big deal. It's a decision that has to be well thought out before execution.

Factors Leading to Termination of Employees' Appointments

1. Inefficiency and incompetence: Gross incompetence is intolerable and a leading cause of people losing their jobs. When individuals have proven over time to be incapable of efficiently discharging their duties it is only fair to your organisation that you terminate the appointment.

2. Insubordination: Most organisations follow a hierarchy. Subordinates are expected to have a great deal of respect for superiors and obey authority. Where an employee shows insubordination it could be a cause for termination of his appointment. Before firing someone for insubordination, you might want to consider some tips on how to handle insubordination at the workplace. 

3. Lack of work ethics or unprofessional conduct: Every profession has its ethics which should be taken seriously. Failure to meet up to the set standards could result in the loss of an appointment.

4. Disregard company policy: No one wants an employee who has no regard for company policy.

5. Breach of contract agreement or terms of appointment: Failure to adhere to the terms of your employment would ultimately lead to termination of the said appointment.

When to Terminate an Employee's Appointment

It is usually best to give a series of warnings to an erring employee. Give warnings and room for change or improvement. When the employee heeds the warnings, there is no need to fire such an employee. In situations where the employee stubbornly refuses to make amends, it is time to let go. In some cases, warnings are not an option. Such as when the employee's behaviour puts the reputation of the organisation in danger or when such an employee poses a threat to his colleagues or even himself. Sometimes, the employee might be someone you like and that makes it even more difficult to terminate the person's appointment. There are ways to go about firing someone you like.

How to Terminate an Employee's Appointment

• Do it behind closed doors in private.

• Let human resources know of the decision to terminate the individual's appointment and make sure they are in support.

• Prepare relevant documents such as a letter of termination and documents containing details of severance entitlements

• Prepare what to say ahead of the meeting.

You must consider some tips on how to deliver bad news before telling someone that his appointment has been terminated.

What to Say

It is always best to terminate an appointment face-to-face. Do otherwise only when it is impossible to have a physical meeting. Here are some of the things you could say to break the news:

• I am sorry to tell you that your appointment has been terminated effective immediately

• The board has decided that your services are no longer needed

• I have been directed to inform you that effective immediately you no longer have a job with us

• After much deliberation, we have decided to let you go'

• Considering your recent behaviour and actions we have decided that it is better for all parties involved to terminate your appointment from this moment

It is important to keep this conversation short and pointed. Let the employee know if or not you would be disposed to give him a letter of recommendation and let him also know of the plans as regards his severance package. It is also important you learn the dos and don'ts when telling an individual that they have been relieved of their appointment. (How to tell an employee they are fired).

SMS are a great way to keep in touch with your employees. SMS is not recommended for termination of appointments but it's a great way to send out recruitment test messages. Register with SmartSMSSolutions to create a free bulk SMS account. Our services are affordable and efficient.