Your Human Resource staff is the one who conducts an exit interview for the employees. It is nothing but a small yet important meeting with the terminating employee. It is an excellent opportunity to get frank and honest feedback from the employees who are leaving your company. Where trusting relationships exist, the exit interview feedback is useful for organizational improvement and development.
Why Perform Exit Interviews?
The primary purpose is to get feedback from the exiting employee. This helps you to gauge how satisfied your employees are with their jobs. What problems they faced while working for you and many other things.
It is also helpful in transferring knowledge & experience from an exiting employee to the replacement who will be joining.
Getting constructive information from an exiting employee is easier than an active staff. The employees who are still working in your organization won’t give an honest feedback. This doesn’t mean the employees are scared of losing their job, but they just don’t want to be in the bad books by giving any type of negative feedback. However, most of your active staff can tell you all the positive things about working in the company.
It also helps in making peace with disgruntled employees. If an employee is unhappy with the job and leaves with aggrieved feeling, it can ruin your company’s image. It’s better to discuss this matter with them and make the final settlement.
Exit interviews also help in getting valuable information on how to recruit the right person and induct new hires.
How to conduct?
Schedule a face to face meeting, it helps in detailed feedback and the exit interviewer can empathize with the feelings of the exiting employee. It also gives a better opportunity to probe and get to the root of certain issues.
‘Exit interview forms’ are also helpful to get data which can be referred later, but it can be an add-on and not the only option for exit interviews. These forms also help in case of employees who are rather shy and are not very open to giving feedback face to face.
During face to face exit interviews, make sure these meetings are uninterrupted and the interviewer gives complete attention to the exiting employee. Any kind of disturbance will break the conversation flow. The exiting employee can hesitate to give a genuine feedback about your organization.
At the end of the interview, explain the exit process completely i.e. full and final settlement process, statutory compliances regarding data.
- Reason to take the decision of leaving.
- Process and procedures/systems.
- Did they make life easy or difficult?
- What has been good/enjoying/satisfying about the organization?
- Frustrating/difficult/upsetting about the organization.
- Suggestions for the support team to make further improvements to the processes.
- Any work related issues and how could we have made it better.
- Comments with regard to the training & development.
- Performance review system.
- Would the employee consider working with the organization again? If not then probe further for the reason.
At the end, it’s not only important to take feedback for an exiting employee but it’s equally important to share the feedback or raise concerns at the right time with senior management so that necessary measures are taken for improvement.
Now that you know how and why to perform an effective exit interview, you will need to recruit some best people as a replacement for them. To hire best candidates visit our website.