7 tips on what to do when it's time to fire an employee

Coming to the decision to fire an employee is never easy -- and it's certainly a scenario most dentists would prefer to avoid. There's no question this is a stressful situation, but, unfortunately, keeping an employee who is grossly underperforming or has a toxic attitude will do nothing but damage your practice. Team morale will suffer and so will your bottom line.

Sally McKenzie, CEO of McKenzie Management.

Now before you fire a team member, it's important to go through a progressive discipline procedure that spans 60 to 90 days. Throughout this time, penalties become stronger if the misconduct or the poor performance continues. Everything is documented along the way, and when employees see that documentation it becomes clear, they're responsible for their actions and the consequences -- even if those actions result in losing their job.

There may be some instances when attitude, performance, and hopefully both improve after employees go through this process, but sadly that isn't the norm in my experience. Usually, the problems aren't corrected, and the team members must be let go.

So what happens when it's time to have this dreaded conversation with a team member? I know the thought of it is enough to make most dentists break out into a cold sweat. Here are seven tips designed to make this situation as painless as possible for both you and the team member.

1. Meet in private

This isn't something you want to do in front of the entire team, but it's also important to have a witness present. I suggest your attorney or office manager. Make sure the employee knows exactly what the meeting is about and isn't caught off-guard. Be sure to schedule the meeting during a time when patients won't be in the practice.

2. Be clear

This is an important conversation and is not the time to be vague. Make it clear the employee is being dismissed but remain respectful.

3. Don't go into the details

By this point, the employee should be very aware of the performance problems that led to the dismissal -- and was given plenty of time to address those problems during the discipline period. There's no need to get into the details behind the firing. To help keep you on track during this difficult conversation, I suggest creating a script or at least outlining your words.

Remember, it's important to avoid saying statements such as "I don't want to do this," or "I know how you feel." And don't apologize or place blame. Keep the conversation as short and to the point as possible.

4. Don't get defensive

During the conversation, the employee might throw out accusations or insults, so be prepared. While the natural response might be to defend yourself and your practice -- don't. Don't argue with the employee or admit to any wrongdoing. Let the team member speak, but focus on staying calm and controlled throughout the conversation.

5. Pay the employee

Hand out that last check before the now-former employee walks out the door. If that's not possible, be sure to let him or her know when the final payment can be expected.

6. End on a positive note

After the employee is escorted to collect any belongings and gives you the key back, shake that employee's hand and say good luck. Just keep the well-wishes quick so the former employee can leave the premises.

7. Call a team meeting

Chances are your team members know something is going on. Don't let them speculate and gossip about it. That will only hurt practice productivity and morale. Call a team meeting right away and let them know whom you dismissed, but don't go into any details about why.

To be successful, you need strong, competent team members around you who want to do their part to help the practice succeed. Team members who consistently underperform or who have a negative attitude do nothing but hold the practice back. As difficult as it is, sometimes you just have to part ways with these employees.

Sally McKenzie is the CEO of McKenzie Management, a full-service, nationwide dental practice management company. Contact her directly at 877-777-6151 or at [email protected].

The preceding column is not to be construed as legal or employment advice. Employment laws vary by location, and DrBicuspid.com recommends consulting an employment expert or lawyer in your area.

The comments and observations expressed herein do not necessarily reflect the opinions of DrBicuspid.com, nor should they be construed as an endorsement or admonishment of any particular idea, vendor, or organization.