The Right Way to Fire a Cleaning Employee
For most residential cleaning businesses, hiring employees means the company is expanding and growing. This can certainly be an exciting time for any new business. Unfortunately, the down side to hiring an employee is having to fire an employee.
The smart move is to have the right policies and procedures in place long before the first employee is hired. When you have clear-cut policies around conduct and performance standards, it makes it easy to document violations and poor performers. If the time come when you need to fire an employee, you'll have evidence that they're not a good fit for your company. This is where a comprehensive and well written company policy manual and employee handbook comes into play.
A policy manual should not only to explain company policies, but outline procedures for terminating employees. Firing a problem employee can be one of the toughest decisions an employer can make. Making sure to have the right procedures in place will make the process go as smoothly as possible.
Fire a cleaning employee the RIGHT way
It's important to provide all new employees a company handbook on their first day of work or during the new hire orientation process. At a minimum, your cleaning company's handbook should specifically state your company's attendance policy, work performance, personal conduct standards and evaluation procedures.
The handbook should also state what will happen when an employee fails to meet your company's standards. It's not only important to give your employees the handbook, but to explain your company's policies. It's also important to acknowledge that the handbook was received by the employee and that the employee fully understands the contents in its entirety. This acknowledgement should include the employee and management signature, and date it was received.
As well as a company handbook, it's important to have written job descriptions for the various categories of employees - cleaning specialist, team leader, operations manager, bookkeeper, etc. Writing job descriptions will help you to define the skills and experience you want in an employee and what you expect of your employees. Job descriptions also show that you are expecting every employee to do the same duties and that you do not show favoritism.
Documenting behavior and performance issues
Besides having a handbook for your employees, you must also be prepared to document behavior and performance issues that violate company rules. Have a standard form for filling out violations. The comprehensive counseling report should include the employee's name, job position, date and location the infraction took place and recommended corrective action. The employee and a team leader/manager should sign and date the form. Once the employee and team leader/manager signs the form, place it into the employee's file.
Employees should also have a written employee performance appraisal. Many employers complete performance appraisals at 30 day, 90 day, 6 months and one year for new employees. Don't wait too long before sitting down with your employees and reviewing their job performance. If you don't let them know they are not doing their job correctly, how will they be able to improve?
Is it time to fire a cleaning employee?
You need to have grounds to fire an employee who does not meet your cleaning company's expectations or one that violates your company's rules. Documentation is critical. The proper documentation will show that you had just cause for firing the employee. What are some of the key areas that you may experience problems?
One of the most common problem areas for cleaning companies are tardiness and absenteeism. When you issue a warning to an employee, clearly state the problem and what will happen if the behavior does not change. For example, don't just say your behavior on Friday was not acceptable. Do say, you have been late three times in the past two weeks and then explain why the employee needs to be on time.
Document everything in writing and make sure the employee understands he or she must change his or her behavior. How many warnings you give out depends on the situation. There may be certain situations, such as stealing, that you'll fire an employee with no previous warnings. In this case, be sure to list the possible scenarios that warrant immediate termination in your policy manual.
Another important factor in limiting potential problems is providing your employees the proper training. You should make sure that all employees have an orientation. During orientation, go over your cleaning company's handbook and cleaning and safety procedures. It's best to use standardized training programs so all new employees are trained the same. Have them sign off on each section of training, stating that they've received training and understand the procedures. Since this is a lot of information to absorb in one sitting, you may want to conduct the cleaning and safety training separately from the orientation.
So if you have to fire an employee, what procedures should you follow?
Make sure your paperwork trail is in place and then arrange a meeting with the employee. Be honest and explain to the employee you are terminating their employment. Remind the employee there were multiple warnings, and that you gave the employee the opportunity to correct his or her behavior. If it's an incident such as stealing that calls for immediate termination, explain that this is a violation of the company handbook.
It's a good idea to have a witness present when you have this meeting with the employee. Also, ask the employee to sign and date a Termination Statement that explains the reason for the termination. If the employee will not sign the form, have the witness sign with a note that the employee refused to sign the form. Some employers will have this meeting off-site to lessen the likely hood of possible disruptions to other workers should the employee become boisterous and unruly.
If the meeting is off-site, do not allow a terminated employee to return to your home or office to collect any personal items. Rather, escort the employee to retrieve those items or collect the items yourself and send them to the employee's house to prevent any potential problems or “revenge sabotage”.
Will firing an employee lower staff morale?
It will most likely have the opposite effect. If you noticed potential problems with an employee, others on your cleaning staff also witnessed the employee's bad behavior. Firing someone who is ignoring company policies will show to your other employees that you are firm and fair and require everyone to abide by the same rules.
Firing an employee is never easy. But following proper procedures from day one will protect you and your cleaning company from potential problems and possible lawsuits.
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