When preparing to terminate an employee, it’s common to consult with legal counsel ahead of time, but seeking the advice of security experts to help conduct a workplace violence threat assessment is often neglected.
Despite frequent reports of workplace violence, most employers don’t believe such tragedies could happen at their company. The most common strategy is hoping that it won’t. While there is no specific requirement to conduct a threat assessment as part of a termination plan, the OSHA general duty clause requires employers to provide a safe workplace free from hazards that are likely to cause death or serious harm to employees.
Some physical indicators that an employee is prone to violence might seem obvious: abusive language, violent gestures and clenched fists, for example. But others could be more subtle. “No one just snaps and turns to violence”, says Tiffany Eagles, former FBI Behavioral Analyst and Senior Consultant at SEC.
Here are some warning signs to look for:
- Erratic, unsafe or aggressive behavior
- Signs that an employee has a sense of injustice or a perceived wrong
- Social isolation (at home and at work)
- Being a target of bullying
- Threatening speech or gestures
- Self-harm
As an HR professional, it is important to handle an employee termination with respect, dignity, and safety for all.
- Prepare ahead of time and be discreet: Ensure the decision to terminate is based on clear, well-documented reasons such as performance issues, policy violations, or misconduct. Do not inform the individual in advance, as this can create unnecessary anxiety or the potential for emotional escalation before the meeting.
- Keep the meeting prompt. After you’ve made the decision to fire an employee, do so quickly and reduce his contact with his supervisor and co-workers so that he doesn’t have a chance to retaliate. Keep the termination meeting short, and don’t engage in debate or arguments, which may feed the employee’s anger.
- Choose a safe location: Hold the termination meeting in a private space, such as a meeting room, away from other employees. If a termination meeting is expected to be volatile, have the meeting in a room near a building exit so the employee can be escorted out quickly. Ensure there is minimal risk of public disruption.
- Be compassionate and professional. Always try to avoid embarrassing the employee. Help him or her maintain dignity. Acknowledge the impact of the termination on the individual and maintain a sense of dignity and professionalism throughout the conversation.
- Have a witness or security officer present. If there are concerns about potential violence or emotional outbursts, ensure the presence of a security team member or manager trained to handle conflict situations. Don’t invite a muscle-bound staffer to act as an unofficial “bouncer.” He’s not trained; plus, if either employee is injured in a fight, the company will be liable.
- Explain next steps clearly. Communicate what the employee should do next, whether it’s packing up their belongings, returning company property, or coordinating with HR for their final paycheck, benefits, or severance. If the employee makes threatening statements during the termination meeting, take them seriously. Hire security officers to protect your staff after the employee is fired.
- Follow a clear exit process. According to experts from Indeed, be sure to establish a process for escorting the employee off the premises, if necessary, while ensuring they’re treated with respect and dignity. Keep the process discreet to avoid disruption to other employees. Turn off employee access to the building and the network immediately. Give photos of the person to the receptionist and plan a response in case the person comes back, or in some cases, a relative or spouse who may come back with active threats to the workplace.
- Communicate with remaining employees. Once the employee has left, inform the rest of the team about the termination in a neutral and professional manner, without divulging unnecessary details. Be clear in your communication, to prevent rumors or gossip.
A workplace violence incident might happen once in a million times. But that one time, it can cause significant financial loss or reputational damage to the organization and in the worst-case scenario, injury or loss of life. Handling every employee termination with care and safety is vital to safeguarding everyone at the workplace.