Looking for some effective exit interview strategies to make the process more powerful than a mere last-minute Q&A session? Making exit interviews count can look very different from business to business, but the ultimate goal remains the same: improving the employee experience for those who leave and those who stay.
All employees eventually leave the nest, moving on to other opportunities and experiences that are better suited to help them grow. Some separations tend to be more painful and complex than others, but they do not have to be. Exit interviews sound clinical in theory, but these conversations can often determine the tone of the separation, allowing the employee to leave on a more optimistic note, leaving behind a reserve of information for HR to analyze.
Exit interview best practices don’t demand innumerable changes to the system your organization already has in place, so it is a process that is easy to perfect and quick to reward its users.
Effective exit interview strategies aren’t just about asking the right questions but also creating the right environment to seek honest feedback. (Image: Freepik)
Are Detailed Strategies Really Necessary to Conduct Effective Exit Interviews?
An employee’s exit always leaves a mark on an organization, no matter how minor their role or how brief their stay. The mere task of having to rehire for the position involves learning from their previous occupation of the role, not to mention the experiences their colleagues had working with them, both good and bad. Conducting an exit interview is a matter of procedure at many organizations, with HR teams routinely running through a list of questions to maintain a record of the employee’s time on the job.
This is not the ideal path towards making exit interviews count. Unfortunately, just running through a list of effective exit interview questions passed down from generation to generation of HR is not enough to make it a productive process, as organizations and employees both evolve. Disinterest or disapproval during the process can cause the candidate’s inhibitions to take over, preventing them from providing any constructive feedback.
An exit interview should take the form of a comfortable discussion between HR and the employee, discussing various aspects of working at the organization and exploring the employee’s experience day-to-day. The process allows the employer to show the employee the respect they deserve as they head to the next stage of their career, regardless of whether their departure is voluntary. Bringing a healthy dose of empathy and connection into the mix is the best way to conclude the relationship between the two.
Effective Exit Interview Strategies That You Should Master Right Now
Asking effective exit interview questions may be the primary purpose of these interactions, however, the manner in which these interviews are conducted is of equal importance. These discussions can also take the form of an online survey, but this is a limited strategy that does little to gather information or acknowledge the experience of the employee. The best option is to conduct it in person, allowing these exit interview strategies to lead the way.
How To Prepare Before The Exit Interview
Schedule the Exit Interview Close to the Employee’s Last Day: Reach out to the employee early to schedule the meeting, but conduct it on the day of departure. This will allow employees to feel certain that their feedback won’t affect their last days on the job.
Explain the Process to the Employee in Advance: Let employees know what to expect from the interview. This will allow them to mentally prepare their responses and avoid feeling rushed when it’s time for the discussion.
Encourage Honesty and Guarantee Confidentiality: Employees will be apprehensive about being honest about their experience. Remind them that you’re looking for constructive feedback and that their responses won’t be shared outside of HR or reflect negatively on their recommendation letter and other benefits.
Find a Comfortable Location to Conduct It: While an exit interview is still a formal procedure, it does not have to be conducted with as much rigidity. Pick a space where other employees cannot eavesdrop, but also one that is comfortable.
Avoid Relying on Managers to Conduct It If Possible: Employees may have feedback to provide about the manager. They may also have a poor relationship with them, making the process uncomfortable. It’s best to allow an HR team member to conduct the interview.
Exit Interview Best Practices During and After the Discussion
Personalize the Questions: Refer to your list of existing questions, but also review the employee files and ask more detailed questions in relation to the employee’s specific role, their projects, their managers, incidents that occurred in relation to them, etc.
Be Calm and Collected, Even If the Employee Expresses Frustrations: It is unfair to ask for critical feedback and retaliate when it is given. Some employees may also shed tears or let their frustrations leak out, but it is important to remain calm.
Express Support and Encouragement for the Employee’s Future: Show interest in the employee’s next step without being overly invasive. Lead by acknowledging their achievements on the job and expressing enthusiasm for whatever comes next.
Analyze and Implement Feedback: For making an exit interview count, managers and HR leaders will have to understand the feedback and evaluate how the culture and work standards can be improved. Investing in exit interview strategies is wasteful if the feedback is not considered and implemented.
A Guide to Conducting Exit Interviews Can Be Created Internally
HR workers generally conduct exit interviews, and the repeated experiences allow them to perfect their strategies. In some cases, managers can also be asked to conduct the exit interview, and they might have limited experience on how to get it right. Amid the variety of skills that employees receive training on, exit interview techniques don’t often get prioritized. Creating a guide and providing training on conducting exit interviews can be very useful for beginners and experts alike, equipping them with a handy refresher on how to get it right.
It’s also worth noting that exit interviews are not mandated by the law, and neither employers nor employees are legally required to participate in them. However, allowing employees the opportunity to do so can allow them to get a lot off their chest instead of pushing them to Glassdoor to leave the business with a low rating in frustration.
Ultimately, this process helps to build a stronger brand and hire better replacements, making it a beneficial process overall. Design your exit interview strategies with care and continue to update them to keep up with the changing times, ensuring your organization’s last interaction with an employee is always a positive one.
Have other exit interview strategies that you’ve put to use? Share them with us. Subscribe to The HR Digest for more insights on workplace trends, layoffs, and what to expect with the advent of AI.