Today
with technology impacting so many facets of the Human Resources function many
employers today are migrating away from the in-person exit interview. This trend, may save time and be the most
efficient way to collect data but it is not always the best decision from a
talent retention perspective.
An
in-person exit interview should always be conducted with those employees that either
have a long history with the company or have demonstrated excellence on the job
or both. Based upon the criteria
established by the Human Resources department, key leaders in the HR function should
make effort to follow this four step program to evaluate the reasons behind the
employee’s departure.
Step
#1 Evaluate the Departing Employee’s Work History
Following
the receipt of a letter of resignation Human Resources should conduct a
mini-audit to review the background of the departing employee to include work
history, performance reviews and career progression. If the employee has a long history with the
organization and/or has exhibited excellence on the job, the employee should be
encouraged to have a one-on-one meeting with Human Resources. This meeting would be in addition to taking
the web-based off-boarding survey.
If
the departing employee has been a marginal performer then the on-line exit
interview may be sufficient.
To
ensure consistency if any employee
regardless of performance or tenure wants to have a one-on-one meeting this
request should always be afforded to the employee.
Step
#2 Prepare for the Interview
Preparing
for the exit interview is key to obtaining information from the employee. By reviewing the departing employee’s
performance reviews, career history and salary progression the HR conducting
the exit interview will be a better position to ask probing questions,
understand the complexities of the job and learn more about the challenges the
departing employee faced each day. Good
preparation by HR can also lead towards the departing employee having a
positive impression of the company and allow for any issues to be explored and
documented.
Step
#3 Conduct the Exit Interview
Critical
to conducting the exit interview is the ability to deviate from the standard
questions and explore the reasons behind the employee’s departure. Often times it is not just one work challenge
but a combination of reasons that resulted in the employee resigning. Listen to the employee, do not interrupt
their responses to your questions and ask follow-up questions to ensure your
understanding.
The
longer service employee will also bring a perspective as to what has changed of
the years and how has management addressed these changes. The employee that has excelled in their
career at the company will often share that a lack of recognition, engagement,
accountability or shared values were possibly an impediment to their success. Finding the reason why an employee is
departing will allow you to learn more about what motivates and keeps employees
engaged.
Step
#4 Communicate the Results
Key
to conducting an in-person and/or electronic exit interview is the need to act
on the findings. Results by department
should be evaluated and measured against previous data. The goal of spending the time conducting an
exit interview and off-boarding survey is to reduce turnover and improve
employee satisfaction and engagement. If
Human Resources communicates the findings then management can take action and
improve the work environment.
Each
of the steps outlined above are intended to allow the HR professional to
conduct an effective exit interview and improve the processes for collecting
data which can lead to employee retention.
To
learn more about the benefits and stages of the exit interview process check
out this site for additional information: