It is important to conduct an exit interview when an employee leaves.The interview gives the employer the chance to find out why the employee is leaving and what can be done to prevent future departures.The key to a successful exit interview is creating a comfortable atmosphere, asking the right questions, and using appropriate body language.
Step 1: Just before the employee leaves, schedule the interview.
At the end of an employee's time with the company is the best time to interview.The exit interview should be conducted during the last 2 days of their employment.This will prevent the employee from being uncomfortable or late to the interview, which could result in half-hearted responses.
Step 2: You can choose a private, one-on-one setting for the interview.
Having multiple interviewers ask departing employees questions may make them feel like they are beingganged up.The employee will feel comfortable in a relaxed but private environment.A conference room with good natural lighting and privacy from surrounding halls would be ideal for an exit interview.The answers to the questions may not be completely honest if the interview is conducted somewhere where the employee doesn't feel comfortable being honest.You can provide a written questionnaire for the employee to fill out if you are worried about an awkward or hostile interaction.This format may be seen as cold and impersonal as compared to a face-to-face interview.
Step 3: The interview should be conducted by an HR representative or consultant.
It could be that the supervisor is the best choice to conduct the interview.Since they may be part of the reason why they are leaving in the first place, the employee may not feel completely comfortable with their supervisor.Human Resources representatives are able to focus on role-specific issues and things that are relevant to the company as a whole, which makes them the best for exit interviews.
Step 4: Explain the reason for the exit interview to the employee.
The purpose of an exit interview is to determine if the reason for the employee leaving is something the company can fix in the future.The employee will be more willing to talk candidly if they know that the interview is constructive.The purpose of the interview is not to try to prevent the employee from leaving the company.
Step 5: Their answers will not be made public.
The goal is for the employee to give honest feedback about the company's performance and what can be done to improve it.The best way to ensure that the employee is candid with the interviewer is to remind them that their name will not be attached to their answers.To reinforce the point that it is ok for them to be open with the interviewer, it may be helpful to repeat this point a few times.Point out that whatever information the employee gives will be very important and that the company will take it seriously when considering whether they need to change some aspect of how they do business.
Step 6: They are not required to answer.
Employees are not obligated to participate in exit interviews unless included in their contract.If the employee is leaving on bad terms, they are not required to answer if they don't want to, which will help prevent a potentially hostile interview.
Step 7: If they are willing to share, you can find out why they're leaving.
If the employee is a valued member of your organization and you don't know why they are leaving, this is important.They might not want to share their reasons, so be sure to respectfully ask this question.Instead of saying "tell me why you're giving up on us", ask them "Do you feel comfortable sharing your reason for leaving?"
Step 8: Ask how they were treated by the company.
It is important to find out if the work environment was a factor in the employee's decision to leave.If they liked their employees, ask them if they were treated fairly by their supervisor.How do you feel that your supervisor and coworkers treated you?Ask the employee if they think their coworkers are okay with their leaving.It will give you a good idea of what role their relationship with other employees played in their leaving.
Step 9: They think the working conditions could be improved.
It is important to know that poor working conditions may have contributed to an employee wanting to leave.Even if working conditions did not affect the leaving employee, they may have good ideas on how to improve the workplace.Approach this question in a neutral way.Ask them how they think the company is doing, instead of asking "What was wrong with the workplace?"You can apply to improve your organization if you get as much insight as possible.
Step 10: They want to know if they were adequately trained for their job.
The employee might be leaving because they were overwhelmed by the work that was expected of them.It's a good idea to make sure that your employees feel prepared for their job.Ask them if specific types of training would have made it easier for them to perform their job if they said they didn't feel trained enough.
Step 11: Ask the employee what they liked the most about their job.
It is equally important to learn what your company is doing right and what they are doing wrong.Asking about the employee's positive experiences is a good way to inject some positive vibes into the interview.A question like "What were 3 things you enjoyed most about working here?" is a good way to phrase it.
Step 12: Don't ask negative questions about specific people.
This type of question would make the exit interview more negative.”Do you think someone else should leave instead of you?" and "Was there anyone you hated working with?" are examples of questions to avoid.
Step 13: Make eye contact with the employee.
As they talk and as you talk to them, look in their eyes.If you stare them down, it can make them feel uncomfortable or like you are trying to intimidate them.If you want to get the best results, blink and look away when you're not looking at them.If you keep eye contact and a happy demeanor, you will let the employee know that you are interested in what they have to say, which will make them feel more comfortable about opening up to you.
Step 14: It's important to keep your posture relaxed.
Relax your shoulders and keep your back straight.You should feel comfortable in your surroundings, and the employee should as well.If you are standing with a stiff posture, it is much easier to appear imposing and impersonal.
Step 15: As they talk, engage in affirmative, empathetic movements.
When it is appropriate, these include nodding your head, smiling or laughing.The other person can feel relaxed around you because of this type of movement.Nodding is the most effective.It could be construed as an inappropriate response if you smile or laugh.
Step 16: During the interview, give your full attention to the employee.
If you are not interested in what they have to say, do not check the time, stare at the ground or do anything else.Don't allow yourself to become distracted from the conversation.Picking at something, tapping on the table, or checking your phone are some of the things that can distract you during an interview.