Employee separation, particularly a reduction in force (RIF), is one of the toughest responsibilities for any HR or business leader. Even though 40% of Americans have been laid off or terminated at some point in their career, many organizations still struggle to handle these transitions with the necessary strategic planning and compassion. When separations are mishandled–as in mass terminations over Zoom or employees finding out they’re laid off after being locked out of the office or other necessary systems–the damage goes beyond the departing team members, hitting the company’s reputation, employee morale, and ability to attract future talent.

In a recent webinar, INTOO Chief Revenue Officer Mira Greenland and Christina Myers, Executive Director of HR, Employee Relations and Compliance at Vericast, discussed how HR professionals can navigate these challenging events to protect both the people involved and the business.

The Human Impact: Acknowledging Anxiety & Guilt

Separations don’t just affect those leaving. They create a ripple effect across the entire organization. In fact, nearly half of professionals say they experience layoff anxiety, worrying about job loss even when not directly impacted. This anxiety can cause remaining employees to look elsewhere, leading to retention challenges. The HR leaders and managers communicating the news often feel anxiety too, a sign of empathy and compassion, both important and necessary skills for those in the human resources profession.

Despite HR’s best efforts, 33% of employees in a recent study felt that their employer did as little as possible to be fair during a layoff. Unfortunately, perception often becomes reality, making clear and transparent communication paramount to managing sentiment among those laid off and those remaining. In the absence of information, employees may make guesses about what happened and accidentally spread false information in their efforts to make sense of the situation.

Critical Best Practices for a Dignified Process

A successful separation process is built on preparation, consistency, and clear communication, and having a detailed plan established in advance can make for a smoother transition. During the webinar, Christina shared the following helpful tips for executing a successful RIF.

1. Legal Compliance and Policy Consistency

• • Documentation and Review: Use a reduction in force (RIF) worksheet or plan that documents who is impacted and why. Include relevant data like age, performance reviews, race, and gender to mitigate bias and show that the decision is based on a sound business reason. Pro Tip: Always have legal counsel review this plan.
  • Standardized Severance: Implement a formal severance policy to ensure consistency, including details for negotiating severance terms, and specifying which leaders must approve changes.

2. Communicating with Empathy and Clarity

• • Timing Matters: Friday terminations are not recommended. Experiencing a separation earlier in the workweek allows the employee to immediately take positive steps, like contacting an outplacement provider or the unemployment office, instead of spending the weekend dwelling on the news. If possible, conduct the meeting at the beginning of the employee’s workday or shift.
  • The Delivery Team: The best practice is a tag-team approach. The manager explains the “why”, meaning the business reason and the last day, and the HR leader follows with details on benefits and next steps. The employee has the most direct relationship with their manager, making their involvement crucial.
  • Preparation is Key: Managers and HR should practice and role-play the conversation in advance. Additionally, having a sheet with key talking points can be helpful to keep the conversation on track.
  • Virtual Meetings: When conducting separations virtually, ensure the environment is private and quiet for both parties. Make sure technology works and that the employee is somewhere they can speak freely without others listening in.
  • Outplacement as a Bridge: Providing an outplacement benefit is a best practice that goes a long way. It serves as a tool for the manager to shift the difficult conversation from a moment of fear to support and shows transitioning employees that the company is thinking about their future.

3. Comprehensive Off-Boarding & Internal Communication

• • Operational Coordination: Coordinate with IT and Security on timing. Ensure access is turned off after the meeting to prevent the employee from being locked out before being informed. Plan how personal belongings will be gathered.
  • Documentation: Have all off-boarding paperwork ready for the employee, including information on COBRA and unemployment.
  • Managing Client & Community Relationships: If a departing employee handled a key client, notify that client to communicate the changing point of contact. If a layoff is large enough to make the news, be proactive and have a statement ready to share with local news outlets.

Supporting Layoff Survivors and Rebuilding Engagement

• • Open Acknowledgment: Don’t let the loss be the elephant in the room. Leaders should gather the team and openly discuss what happened, how people are feeling, and answer questions.
  • Workload Redistribution: Be proactive and open about workload re-distribution to prevent overwhelm. Discussing the rebalance with the team is crucial.
  • Celebrate Wins: Find little things the business does well to celebrate post-layoff. This helps shift the team into a forward-thinking mode and reinforces that the remaining team is strong.
  • Continuous Check-ins: Managers must stay connected with surviving employees in the immediate aftermath to check in on their emotional state and address questions.

Thank you to both Mira and Christina for such an honest and insightful conversation! To learn more about separation best practices, download the INTOO Employee Separation Best Practices Guide, and view the full webinar below.

Want to learn more about INTOO? Chat with them in the Demo Hall during DirectEmployers 2026 Annual Meeting & Conference, April 15-17, in Indianapolis, Indiana!