How to Run an Exit Interview

You're saying goodbye to one of your employees, and though it might seem like the end of the road, it's actually an opportunity to learn and improve. Running a well-prepared and thoughtful exit interview can provide you with valuable insights that help shape the future of your organisation. By understanding the reasons behind your employee's departure and gathering honest feedback about their experiences, you can make strategic changes that benefit your remaining team members. In this article, we'll discuss the essential steps and best practices for preparing for an exit interview.

1. Preparing for an Exit Interview

1.1 What is an Exit Interview?

An exit interview is a structured conversation between a departing employee and a representative from the company, typically from HR. The primary aim of this discussion is to gather feedback on the employee's experience within the organisation. This can include their reasons for leaving, insights into the workplace dynamic, and suggestions for improvement.

Exit interviews often focus on key areas such as job satisfaction, management effectiveness, and overall work environment. It's important to approach these interviews with an open mind and a genuine desire to understand the employee's perspective. This not only helps in identifying potential issues but also in developing strategies to enhance employee retention in the future.

1.2 Setting the Right Environment

Creating a comfortable and confidential environment is essential for a successful exit interview. The conversation should take place in a neutral, non-threatening setting where the employee feels safe to share their thoughts honestly. Ensure that the location is private and free from interruptions, allowing the employee to speak freely and openly. Often for companies who work remotely or in a hybrid fashion, the call will be conducted over video call. So ensure you book a meeting room or find a confidential place to join the call.

Consider timing the interview appropriately, away from the employee's final working moments to avoid any added stress. Offer reassurance about the confidentiality of their responses, and explain how their feedback will be used constructively within the organisation. This helps build trust and encourages candidness.

1.3 Key Areas to Cover in Exit Interviews

To gain the most valuable insights from an exit interview, focus on specific key areas. These will help you identify trends and specific issues that need addressing. Here are some critical areas to cover:

• Reasons for Leaving: Understand the primary factors that influenced the employee's decision to leave. This could range from job dissatisfaction to personal reasons or better opportunities elsewhere.

• Job Satisfaction: Discuss what the employee enjoyed about their role and what aspects were less satisfying. Understanding these can help in improving job roles and responsibilities for future hires.

• Work Environment: Gather feedback on the organisational culture, workplace relationships, and overall environment. This can highlight areas for improvement and recognition.

• Management: Ask about their experiences with direct supervisors and management. This can provide insights into leadership effectiveness and areas where managers might need support or training.

• Suggestions for Improvement: Encourage the departing employee to share constructive feedback and suggestions on how the organisation can improve. This can lead to actionable strategies for enhancing employee engagement and satisfaction.

Pro-tip: Save time by using a standardised exit interview form that covers all the essential areas. This ensures consistency and helps in comparing feedback across different exit interviews. Evidenced allows you to build out structured interview plans to easily run and record your exit interviews.

2. Conducting the Exit Interview

2.1 How to Start the Conversation

Begin the conversation with a polite and informative introduction. Explain the purpose of the exit interview and emphasise its significance in helping improve the organisation. For example, you might say: "Our aim today is to better understand your experiences and how we can improve." This sets a positive tone and underscores the interview's importance.

Establish a rapport by asking a few light, yet relevant questions about the employee's current state. Inquire about their feelings regarding their departure or if they've transitioned smoothly out of their role. Something like "How are you feeling about your new opportunity?" can ease the tension and make the interviewee feel heard and valued.

Pro-tip: Use open-ended questions to encourage detailed responses. It helps gather more comprehensive insights.

2.2 Listening Actively

Active listening is crucial in exit interviews. It demonstrates respect and ensures that you capture valuable information accurately. Maintain eye contact, nod occasionally, and use verbal affirmations like "I see" or "That makes sense." These gestures indicate your active involvement in the discussion.

When the interviewee shares their thoughts, show that you're engaged by paraphrasing or summarising what they've said. For instance, "So you felt that the workload in your department was overwhelming?" This not only confirms your understanding but also encourages the employee to provide more depth.

Pro-tip: Avoid interrupting the employee. Let them express their thoughts fully first before you pose more questions or comments.

2.3 Recording Responses Using Evidenced

Recording responses accurately is essential for acting on the feedback received. Consider using Evidenced, we’re a comprehensive interview management tool that records and transcribes interviews with the employee's permission. Evidenced provides real-time guidance and ensures structured interviews, making it easier to capture key points and verbatim quotes for better clarity and accuracy later on.

Utilise key areas for structure, focusing on themes such as work environment, management effectiveness, and opportunities for growth. This ensures you cover all necessary topics and make data easy to analyse.

2.4 What to Do if the Conversation Doesn't Go Well

There can be instances where the interview becomes challenging. First, try to diffuse the tension calmly. Acknowledge the employee's feelings by saying something like, "I understand this topic might be sensitive." Sometimes, showing empathy can de-escalate frustration.

If the conversation continues to be unproductive, gently remind the employee of the interview’s purpose. Stress how their input can lead to meaningful changes. Should they still be reluctant, offer them alternative ways to provide their feedback, such as through an anonymous survey or a follow-up meeting.

Pro-tip: Preparation is key. Have a list of neutral, calm responses ready to steer the conversation back on track if it veers off course.

In conclusion, understanding how to conduct an exit interview effectively can provide you with critical insights that help strengthen your organisation. By starting the conversation thoughtfully, listening actively, recording responses meticulously, and knowing how to manage difficult conversations, you can turn every exit interview into a constructive and valuable experience.