In today’s digital world, just one disillusioned ex-employee can wreak havoc on an employer’s reputation. Even a single viral tweet can impact sales, morale and recruitment efforts—sending company leaders scrambling to manage the fallout.
But employers aren’t powerless. With the right approach, businesses can take both proactive and reactive steps to reduce the chances of a public online takedown and minimize damage if one occurs.
In this Ask the Expert, we’ll explore how employers can reduce the risk of receiving negative online reviews from former employees—and what to do if a disgruntled ex-employee takes to public platforms like Glassdoor or Indeed to share damaging feedback. From prevention to response, these best practices can help protect your reputation and reinforce your company’s values.
Former employees who feel mistreated are the most likely to post damaging reviews. A thoughtful, consistent approach to employee relations—especially around discipline and offboarding—can make a major difference. These best practices can help:
Don’t catch employees off guard. Offer regular, constructive feedback.
Clearly outline performance expectations and the consequences of not meeting them.
Keep written records of performance problems.
Provide employees with opportunities to improve before moving to termination.
Show appreciation for departing employees—whether they resign or are let go.
Conduct exit interviews to gather insight and leave the door open for honest feedback.
Remain calm, even if the employee isn’t.
Avoid any action that could be perceived as retaliatory—it's both unprofessional and potentially unlawful.
It’s important to stay aware of what’s being said about your company online. Negative reviews don’t just disappear—but how you respond can shape how future employees (and customers) perceive your culture.
Set up Google Alerts for your company name.
Use free or paid tools to monitor reviews across job boards and social platforms.
Designate someone on your HR or PR team to handle negative reviews.
If you don’t have in-house expertise, partner with a PEO or PR firm you can call when needed.
Respond within 24 hours whenever possible.
Thank the reviewer for their feedback—even if it's negative.
Use calm, neutral language (e.g., “We’re sorry to hear this was your experience.”).
Avoid defensiveness, and cite relevant policies only if helpful.
Tailor each response—skip the canned messages.
Have someone else review your draft before posting it.
Point out privacy laws if applicable and avoid sharing internal details.
Don’t argue online—it often backfires.
If the review includes false, damaging claims, consult legal counsel.
In some cases—especially during litigation or clear cases of “sour grapes”—no response is the best response.
Trends in negative reviews may reveal real issues that need attention.
Use recurring feedback as a roadmap for improving culture and retention.
While you can’t prevent every bad review, how you respond—both internally and externally—can make all the difference. Former employees aren’t just reflecting on their own experience; they’re shaping how future talent views your organization.
RELATED: Signs an Employee Is Going to Quit >>
Axcet HR Solutions partners with small and mid-sized businesses to navigate challenging employee relations and protect employer branding—from offboarding best practices to smart online reputation management.
Let’s create a strategy that protects your people and your reputation. Talk to an Axcet HR Consultant today »
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