Exit interviews can be a real opportunity for open and honest feedback. Employees who have long-suffered a poor relationship with their boss, or dissatisfaction with their salary may have felt unable to confront the issue head-on. Although, it may be too late to fix the challenges they have faced, they may now feel able to open up about what really has caused them to leave. This may help to prevent other people following suit.

Benefits of exit interviews:

• They provide an opportunity for the company to thank departing employees for their contributions and wish them well in the future
• It is a chance to gain insight into the issues within the company, where improvements can be made and how you are perceived as an employer
• Your ability as a company to accept feedback is a sign of positive culture and is encouraging to existing employees
• It provides a training opportunity for management to develop experience of hearing and handling feedback
• You may be able to find out what other companies are offering that you don’t currently provide

What should an exit interview look like?

1. Interviews should be face-to-face if possible

Exit interviews are likely to be the last interaction an employee has with the company and provide an opportunity for feedback and a sense of closure. Supplying a generic “leaver’s questionnaire” to a long-serving employee may warrant a negative response, or worse – no response!

2. Keep it informal

Exit interviews should be more like a conversation between equals, and less like an ‘interview’. The employee should feel empowered to give their opinion, rather than feel as if they are being questioned.

3. Encourage the good, bad and the ugly 

Some employees are uncomfortable giving direct feedback to employers. This could be due to concerns over whether it could affect their employment reference, or that they have already raised several issues which have not been addressed and are frustrated as a result. Reassure them upfront that their feedback is confidential and is taken seriously. Let them know that their input is important in shaping the organisation going forward.

4. Consider having the interviews led by a neutral party

Often employees resign due to a stressful relationship with their manager or team. Having the opportunity to talk to a neutral party may uncover some red flags which may otherwise not have been revealed.

Ensure that whoever conducts the meeting has the same level of experience as would be required for a job interview, as these types of interactions can be emotional and need to be managed properly.

5. Use open-ended questions

Allow the individual to describe their experience of working for the company in their own words. If they provide one word answers, pause and allow them to elaborate. Consider using some of the questions below:

Tell me about how you’ve reached the decision leave?
What has been good/enjoyable/satisfying for you in your time with us?
What has been frustrating/difficult/upsetting to you in your time with us?
What can you say about the way you were managed? And on a day to day basis? 
Would you consider working again for us if the situation were right?
What can you say about communications within the organization/your department?
How would you describe the culture or ‘feel’ of the organization?
Were you developed/inducted adequately for your role(s)?
How could the organization reduce stress levels among employees?
How could the organization have enabled you to have made better use of your time?

6. Listen to the subtle feedback

Remember that the information is valuable to your business. Look for trends within the data. Are employees holding back their reasons for leaving, or giving little information other than ‘personal reasons’? Although employees may truly be leaving for personal reasons, a common reluctance to provide any company feedback in the exit interviews may indicate a more important communication problem within the workforce.

7. Thank them and wish them well

Taking the time to thank them for the work that they have contributed to the organisation will help them to leave the company on a positive note. Leaving a positive last impression on the employee could mean that they consider coming back to you at a later time, or recommend you to other potential candidates.

Exit interviews are not just a conclusion to a working relationship, a place to tie up loose ends and say goodbye. It is a critical opportunity to understand what is driving some of the changes in your workforce, and while it may be uncomfortable to hear some of the negative feedback you receive, listen with an open mind as it may be that other existing members of staff are feeling the same.

Click the link or image below to see how this employee tells her boss why she has quit her job.

f you are considering having someone independent carry out exit interviews for you or would like to make a comment about this newsletter please email william.bush@peoplebusiness.co.uk  or call us on 01932-874-944