Exit interviews

Businesses and HR departments typically conduct exit interviews to gather information from departing employees to help the company improve working conditions, retain existing employees and identify problem areas within the business.

One of the most useful aspects of exit interviews is that the departing employee often feels less worried about making a career limiting remark or offending a superior, and therefore is generally willing to provide open and honest feedback about their reasons for leaving and their thoughts about what the company could do to improve. Employers who are able to ascertain why staff leave may be able to retain their best staff in future by making subsequent changes within their business.

Understanding the actual motivations behind resignations and departures from a business is a vital first step in addressing staff turnover issues, yet statistically, figures show the process is regularly overlooked.

So, how should you conduct a face to face exit interview?

• Firstly, make sure that departing staff member understands the purpose of the interview and that you plan to ask questions to ultimately make improvements within your workplace.

• Give the employee advance notice of the meeting so that they have time to prepare, and schedule the meeting well before the employee's last day.

• Ensure the employee is treated with respect and dignity throughout the interview process and reassure them that issues raised will be used effectively for the benefit of the employee's colleagues.

• Provide a setting that will allow the employee to feel relaxed and comfortable, they should feel completely free to express their opinion without any fear of recrimination or bridge burning.

• Reassure the employee of the confidential nature of the exit interview process. Make it clear that their feedback, however positive or negative, is valuable and highly appreciated.

Employers can use the exit interview process to determine:

•The two main reasons why the employee is leaving.
•Steps the organisation could have taken, in hindsight, to keep the employee.
•Their opinion on workplace morale.
•What the employee liked about the company.
•What the employee would change about the company if they could.
•Information on how to maintain a good relationship with a departing employee.

Whilst most businesses and organisations still use the tried and tested approach of a face-to-face meeting between the Manager/HR person and the departing employee, these days there are other options that may better suit your business. Many managers are uncomfortable and untrained in conducting exit interviews, and other methods may provide your business with valuable feedback. You might consider an online survey, phone interview or a paper questionnaire.

For information on how your business can minimize talent drain, and establish an effective employee exit process, contact Annette at End2End Business Solutions on (02) 8977 4002.