Exit interviews do not rank among the most popular activities of HR professionals. They often feel that they are just unnecessarily asking departing employees questions their direct superiors should have asked much sooner. Once an employee is leaving, there is simply nothing to be done about it. This is, however, a misconception: you can always learn important things from employees - and especially from those who are leaving. The Recruitloop.com blog has recently summarized the following principles of managing exit interviews.
1. Give employees time to prepare
When taking part in exit interviews, employees are usually more nervous than you. Therefore, let them prepare. You can, for example, provide them with your list of questions in advance. Explain to them that they do not have to answer if they are uncomfortable with a question and that, if they want, they can also talk about issues not covered by the questions.
2. Follow a structured process
A standardized exit interview process gives both parties involved some certainty of what to expect. In addition, the company acquires data that can be used for comparative purposes.
3. The simpler the better
It is enough to focus on two main reasons why the employee is leaving. Ask them what the company could do to keep them and what they liked and disliked in the company. Be sure to ask for a way to keep in contact in the future.
4. Clarify the employees' roles
The leader of an exit interview need not be the direct supervisor of the departing employee. However, he or she must know specifically what the employee was doing in the company and who he or she was working with. This saves the time of both parties and demonstrates that the company takes exit interviews seriously.
5. Select a suitable location
The employee should feel comfortable and safe in the place where the exit interview will be conducted. Choose a neutral meeting room or sit in an outdoor environment where no other people will be around.
6. Involve online questionnaire
Supplement your exit interviews with anonymous online questionnaires in which employees do not have to worry about expressing their feelings. Then you can also compare the data from the questionnaires with that from the interviews.
7. Do not defend the employer
Your job at the exit interview is not to defend the reputation of your employer, but to listen to the departing employees. Once you become defensive, the entire interview is useless.
8. Say goodbye in good terms
The end of the exit interview is the most important part. Employees may leave even emotionally intense interviews with a good feeling. Summarize the achievements of the particular employee, thank him or her and wish them all the best in their further career.
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