Lose an Employee but Gain Information

Exit interviews can shed light on the worker's employment satisfaction and what aspects have and have not panned out. Since employees' participation is entirely voluntary, managers should never forget it represents a generous gesture from the team member and primarily helps the company. At the same time, the discussions provide employees with a sense of closure and an opportunity to reflect on the job experience and tie up any loose ends. It is a last chance to leave a positive impression — both for the company and for the worker.

Valuable insights

Exit interviews are a rich source of feedback. Although they might sometimes feel awkward, HR can glean useful information from them for policy improvements. It is a way to learn employees' perceptions of the firm's culture. Management can parlay insights by changing job descriptions or onboarding approaches and adjusting pay scales or promotions. They may get a glimpse of competitors' compensation benchmarks.

The interview generally takes place after a letter of resignation has been submitted and before the employee's last working day. It usually takes no longer than about 30 to 60 minutes. Some companies use questionnaires, which are quicker and less emotional, but face-to-face sit-downs nevertheless have advantages: They indicate the employer cares about the opinions and responses of their staff and may also lead to useful, unexpected feedback.

Team members who are leaving often give some of the most interesting feedback. They tend to be more candid since they are less concerned with repercussions. For instance, they may more freely discuss any dissatisfactions with their own departments, frustrations of miscommunication and aversions to certain leadership styles.

Terminated employee carrying box of personal belongings

Who conducts the exit session? Normally it is led by an HR representative, a member of senior management or possibly the CEO in smaller operations. Some companies prefer to hire neutral third parties, to encourage honest feedback. Ideally, interviewers possess some tact and emotional intelligence. Where HR is directly responsible, it may aim to standardize the process by repeatedly assigning the same individual to perform exit interviews. HR then takes note of any recurring themes in responses to identify trends and patterns.

Preparing how to ask and answer exit questions

Before you ask any questions, you should clarify with the interviewee the purpose of the exercise, how long it should take, who will have access to their answers and when feedback may be shared. Start by guaranteeing confidentiality.

Some standard questions are:

Why are you leaving?
What did we do right and wrong?
Did you receive the training and resources you needed?
Was the workload level reasonable?
Did you feel valued/recognized?
What factors did you weigh when choosing your new job (salary, benefits, time off, culture, etc.)?

Mix open-ended and structured questions. For flexible responses, you might ask about relationships with supervisors, work/life balance or growth opportunities. Familiarize yourself in advance with the worker's particular role and brief yourself on their history.

If you are the employee on the other side, try to be sincere while remaining slightly vague. Take notes and practice some answers ahead. You have no obligation to disclose any personal details and need not reveal your next employer. Remember that HR has its own agenda. For example, you may be asked what skills to look for in your replacement. You might be presented with a counteroffer to stay on, as it may be proving difficult to replace your experience and salary.

Accentuate the positive

Talk about the company objectively, without focusing on individuals or complaining. Don't play a blame game, and never throw anyone under the bus, however tempting. Word might leak out and somehow affect your references or recommendations. Think of some positives in advance, such as the workplace camaraderie, that it was a good place to learn or the company has high professional standards.

To leave a good impression, share constructive information that might help other teams and improve the business. Never say the workplace is toxic or that it is run by incompetent halfwits! The interaction works both ways. It is both the employee and employer's chance to end on a good note, and it is to everyone's advantage to keep doors open.