Handling it when someone resigns is one thing...
But when we let someone go in the company it's difficult for me as the IT manager to engage this individual over the phone or via email.
The need is there to converse with them and make sure we retrieve any company physical property (laptops, cell phones, printers, networking equipment) as well as intellectual property (files, email, physical printouts/diagrams, etc.).
I try to remain "clinical" about the situation as someone that isn't directly involved.
The issue is that I'm not sure what the proper medium is to engage the individual. Do I stick with email only (for tracking of what is said) or is a phone call in order? I don't discuss with them what/why it is happening, but I still need to be able to make sure we get all of the equipment back properly, especially the IP stuff.
Often the calls go just fine, but sometimes the person might get defensive about "their equipment" and be reluctant to simply hand stuff back over.
What kinds of phrases or mannerisms or protocols are appropriate when dealing with this from my perspective? I don't want to sound cold and uninterested in what is transpiring but I also don't want to say something that would cause an HR issue. Is it best to always copy their boss or HR in emails or involve their boss or HR on the call to make sure there isn't a "he said she said" thing?