1. Verify the Trigger
Document factual evidence such as repeated missed deadlines, poor quality, SOP noncompliance, reliability issues, conduct concerns, role mismatch, client-trust concerns, or failure to improve after a plan.
2. Audit Documentation
Confirm coaching, feedback, warnings, SOPs, improvement plans, dates, outcomes, and client impact are recorded. If the evidence exists only informally, stop and document it.
3. Confirm Opportunity to Improve
Verify expectations, resources, training, reasonable time, and support were provided.
4. Assess Risk and Coverage
Identify critical work, data access, service risks, backup coverage, task reassignment, and client communications. No termination proceeds without coverage.
5. Obtain Approval
Document leadership approval, effective date, compensation, and notice requirements.
6. Prepare Execution
Prepare access revocation, ownership transfer, notifications, factual talking points, and transition instructions. Do not revoke access early unless there is a security risk.
7. Follow Through
After termination, reassign work, notify affected staff, monitor the client experience for 7–14 days, and document lessons learned.