How To Conduct An Exit Interview – A Checklist
How To Conduct An Exit Interview – A Checklist
Exit interviews are a helpful way to improve company operations and reduce staff turnover. The organization may not find out everything they want to know, but it’s always a starting point for any workplace changes.This article outlines what an exit interview means, how to conduct one that would benefit employers and employees effectively, and 10 insightful questions to ask during an exit interview.
What is an Exit Interview?
An exit interview is a discussion between a HR representative of an organization and a departing employee. It is an opportunity for the employee to explain their reason(s) for leaving, share their experience working for the company and provide general feedback. It's like asking a potential employee why they want a role but, in this case, why they're leaving the company.
Usually, the exit interview happens during the employee's last week at the organization. It could be a face-to-face physical or virtual conversation, or through a survey the employee fills in and turns in. However, the former option is often more productive for getting actionable feedback.
The Simple Checklist for Conducting Effective Exit Interviews
To have a smooth and effective exit interview process for all persons involved, follow these nine steps:
- Find out if the employee would be willing to participate in an exit interview. Although exit interviews can be valuable, they should be entirely voluntary. Coercing or arm-twisting an employee to have an exit interview would likely result in an unpleasant session or dishonest feedback.
- The person conducting the interview should not be the employee's direct manager or supervisor. This is necessary to avoid conflict of interest, a biased process, or worse, a waste of everyone's time.
- Offer the exiting employee several options for providing feedback, such as a physical meeting, a virtual video call or a survey. Also, the person conducting the interview should not be the employee's direct manager or supervisor. This is necessary to avoid conflict of interest, a biased process, or worse a waste of everyone's time.
- Before the exit interview, prepare a list of open-ended and close-ended questions. Close-ended questions help reduce the time spent on basic information, while open-ended questions give the employee room to provide insightful feedback.
- Share a copy of the interview questions with the exiting employee before the interview begins to allow them to prepare and avoid being caught off-guard.
- If it's a physical meeting, it is best to conduct it in a private, quiet space. Exit interviews can get quite personal, and confidential information may likely be shared. Hence, the farther it is from the general staff, the better. The same should apply if it's a virtual meeting because while people may not hear the employee's responses, they might listen to your questions and replies.
- During the interview, the focus should be on what the employee has to say. Although it's a conversation, they are the primary source any information should come from. Their feedback is what you need and will use to improve company policies and business operations.
- All feedback obtained during the exit interview should be recorded and stored confidentially. It should only be accessed by authorised individuals who need it for appropriate professional reasons.
- Once the exit interview feedback has been compiled, it can be used to create practical and actionable company improvement plans.
4 Benefits of Effective Exit Interviews
An effective exit interview is a valuable tool for businesses and organizations to collate, gather and share helpful feedback that will help improve company culture and general working experience.
Other advantages of a productive exit interview include the following:
- It's an inexpensive method of improving employee retention and gathering data. Exit interviews typically take an hour or two and cost little compared to the wealth of insight they provide. A productive conversation with an exiting employee can be the key to doubling company productivity and revenue.
- It ensures that the parting between employee and employer is amicable. It is good practice to end professional contracts well. This helps sustain a healthy company image, which can lead to better company welfare, great partnerships and increased company growth. It could also expand the pool of potential hires, as people always want to work in healthy environments.
- It's an opportunity to tie up loose ends. An exit interview is a perfect opportunity to clarify post-job obligations, intellectual property agreements, handover notes, legal clauses, and more.
- It's a way to understand why the employee is leaving. Without an exit interview, all the company will know as the reason an employee left is what's in their resignation email or letter. The interview provides you with a more detailed explanation. It could be that they were offered higher pay, are leaving the state or country or a company failing. Sometimes, the issues are personal. Whatever the reason, you can use the insight to ensure it doesn't happen again, especially if it's a company fault.
10 Exit Interviews Questions for The Best Feedback
Properly structured questions are crucial for the success of an exit interview. Here are ten questions to ask:
- What is your reason for leaving the company or organization?
- What would need to change for you to stay?
- When you joined, how was the onboarding process?
- Can you describe your professional relationship with your supervisor, team lead or manager?
- Can you describe your professional relationship with your coworkers or teammates?
- Were your expectations for your job role met?
- How would you describe our work culture?
- Would you ever consider working with us in future?
- What advice would you be willing to offer to assist us in improving employee welfare and boost morale?
- Would you recommend us to a friend?
Harness the Power of Exit Interviews
Exit interviews can be fundamental towards fixing company operations and employee retention challenges. They provide an in-depth look into daily processes, company culture, employee welfare and management problems. An effectively conducted interview offers data that can be turned into actionable plans to develop your business. With the proper application of these plans, your company can reduce employee turnover and increase company success.
FAQs
Who should conduct the exit interview?
A neutral third party, such as an HR professional from a different department or a dedicated exit interviewer, should conduct the exit interview. This ensures that the departing employee feels comfortable sharing honest feedback without fear of repercussions. However, in smaller organisations, the employee's direct manager or a senior HR representative can conduct the interview, provided they maintain an impartial and non-judgmental approach.
What is the ideal duration for an exit interview?
While there is no one-size-fits-all duration, an effective exit interview typically lasts 30 minutes to an hour. This timeframe allows for a thorough discussion of the employee's experiences, reasons for leaving, and any constructive feedback they may have. However, the duration should be flexible and adjusted based on the employee's willingness to share information and the depth of the conversation.
How should the exit interview data be analysed and acted upon?
The data collected from exit interviews should be carefully analysed to identify patterns, trends, and areas for improvement. This analysis can be facilitated by using standardised exit interview forms or surveys, which make it easier to quantify and compare responses. The insights gained should be shared with relevant stakeholders, such as department heads, senior leadership, and the HR team. Based on the feedback, the organisation should develop and implement actionable plans to address any issues or concerns raised, as well as to improve employee retention, engagement, and overall workplace culture.
Are there any legal considerations or best practices for exit interviews?
While there are no specific legal requirements for conducting exit interviews, organisations should follow best practices to ensure a fair and ethical process. This includes maintaining employee feedback confidentiality, avoiding discrimination or retaliation, and properly documenting the interview process. Additionally, organisations should be mindful of potential legal risks, such as defamation or breach of contract, and ensure that the exit interview is conducted professionally and respectfully.
Exit interviews are a helpful way to improve company operations and reduce staff turnover. The organization may not find out everything they want to know, but it’s always a starting point for any workplace changes.This article outlines what an exit interview means, how to conduct one that would benefit employers and employees effectively, and 10 insightful questions to ask during an exit interview.
What is an Exit Interview?
An exit interview is a discussion between a HR representative of an organization and a departing employee. It is an opportunity for the employee to explain their reason(s) for leaving, share their experience working for the company and provide general feedback. It's like asking a potential employee why they want a role but, in this case, why they're leaving the company.
Usually, the exit interview happens during the employee's last week at the organization. It could be a face-to-face physical or virtual conversation, or through a survey the employee fills in and turns in. However, the former option is often more productive for getting actionable feedback.
The Simple Checklist for Conducting Effective Exit Interviews
To have a smooth and effective exit interview process for all persons involved, follow these nine steps:
- Find out if the employee would be willing to participate in an exit interview. Although exit interviews can be valuable, they should be entirely voluntary. Coercing or arm-twisting an employee to have an exit interview would likely result in an unpleasant session or dishonest feedback.
- The person conducting the interview should not be the employee's direct manager or supervisor. This is necessary to avoid conflict of interest, a biased process, or worse, a waste of everyone's time.
- Offer the exiting employee several options for providing feedback, such as a physical meeting, a virtual video call or a survey. Also, the person conducting the interview should not be the employee's direct manager or supervisor. This is necessary to avoid conflict of interest, a biased process, or worse a waste of everyone's time.
- Before the exit interview, prepare a list of open-ended and close-ended questions. Close-ended questions help reduce the time spent on basic information, while open-ended questions give the employee room to provide insightful feedback.
- Share a copy of the interview questions with the exiting employee before the interview begins to allow them to prepare and avoid being caught off-guard.
- If it's a physical meeting, it is best to conduct it in a private, quiet space. Exit interviews can get quite personal, and confidential information may likely be shared. Hence, the farther it is from the general staff, the better. The same should apply if it's a virtual meeting because while people may not hear the employee's responses, they might listen to your questions and replies.
- During the interview, the focus should be on what the employee has to say. Although it's a conversation, they are the primary source any information should come from. Their feedback is what you need and will use to improve company policies and business operations.
- All feedback obtained during the exit interview should be recorded and stored confidentially. It should only be accessed by authorised individuals who need it for appropriate professional reasons.
- Once the exit interview feedback has been compiled, it can be used to create practical and actionable company improvement plans.
4 Benefits of Effective Exit Interviews
An effective exit interview is a valuable tool for businesses and organizations to collate, gather and share helpful feedback that will help improve company culture and general working experience.
Other advantages of a productive exit interview include the following:
- It's an inexpensive method of improving employee retention and gathering data. Exit interviews typically take an hour or two and cost little compared to the wealth of insight they provide. A productive conversation with an exiting employee can be the key to doubling company productivity and revenue.
- It ensures that the parting between employee and employer is amicable. It is good practice to end professional contracts well. This helps sustain a healthy company image, which can lead to better company welfare, great partnerships and increased company growth. It could also expand the pool of potential hires, as people always want to work in healthy environments.
- It's an opportunity to tie up loose ends. An exit interview is a perfect opportunity to clarify post-job obligations, intellectual property agreements, handover notes, legal clauses, and more.
- It's a way to understand why the employee is leaving. Without an exit interview, all the company will know as the reason an employee left is what's in their resignation email or letter. The interview provides you with a more detailed explanation. It could be that they were offered higher pay, are leaving the state or country or a company failing. Sometimes, the issues are personal. Whatever the reason, you can use the insight to ensure it doesn't happen again, especially if it's a company fault.
10 Exit Interviews Questions for The Best Feedback
Properly structured questions are crucial for the success of an exit interview. Here are ten questions to ask:
- What is your reason for leaving the company or organization?
- What would need to change for you to stay?
- When you joined, how was the onboarding process?
- Can you describe your professional relationship with your supervisor, team lead or manager?
- Can you describe your professional relationship with your coworkers or teammates?
- Were your expectations for your job role met?
- How would you describe our work culture?
- Would you ever consider working with us in future?
- What advice would you be willing to offer to assist us in improving employee welfare and boost morale?
- Would you recommend us to a friend?
Harness the Power of Exit Interviews
Exit interviews can be fundamental towards fixing company operations and employee retention challenges. They provide an in-depth look into daily processes, company culture, employee welfare and management problems. An effectively conducted interview offers data that can be turned into actionable plans to develop your business. With the proper application of these plans, your company can reduce employee turnover and increase company success.
FAQs
Who should conduct the exit interview?
A neutral third party, such as an HR professional from a different department or a dedicated exit interviewer, should conduct the exit interview. This ensures that the departing employee feels comfortable sharing honest feedback without fear of repercussions. However, in smaller organisations, the employee's direct manager or a senior HR representative can conduct the interview, provided they maintain an impartial and non-judgmental approach.
What is the ideal duration for an exit interview?
While there is no one-size-fits-all duration, an effective exit interview typically lasts 30 minutes to an hour. This timeframe allows for a thorough discussion of the employee's experiences, reasons for leaving, and any constructive feedback they may have. However, the duration should be flexible and adjusted based on the employee's willingness to share information and the depth of the conversation.
How should the exit interview data be analysed and acted upon?
The data collected from exit interviews should be carefully analysed to identify patterns, trends, and areas for improvement. This analysis can be facilitated by using standardised exit interview forms or surveys, which make it easier to quantify and compare responses. The insights gained should be shared with relevant stakeholders, such as department heads, senior leadership, and the HR team. Based on the feedback, the organisation should develop and implement actionable plans to address any issues or concerns raised, as well as to improve employee retention, engagement, and overall workplace culture.
Are there any legal considerations or best practices for exit interviews?
While there are no specific legal requirements for conducting exit interviews, organisations should follow best practices to ensure a fair and ethical process. This includes maintaining employee feedback confidentiality, avoiding discrimination or retaliation, and properly documenting the interview process. Additionally, organisations should be mindful of potential legal risks, such as defamation or breach of contract, and ensure that the exit interview is conducted professionally and respectfully.
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