When an employee hands in their resignation, conducting an exit interview is just as important as their initial hiring interview. Yet many businesses are missing out on this opportunity to gather feedback and use it to their advantage.
While it might feel easier to skip this step, understanding why talented people leave is vital for improving employee retention and overall business performance.
What is an exit interview?
Typically, a short, open, and honest discussion between the employee and ideally an impartial or neutral member of the team such as an HR representative. It’s designed to gather honest feedback about their experience with your business. This could include insights about management, company culture as well as what motivated their decision to leave. Having this feedback can then help you shape your growth and retention strategies, whilst also highlighting any room for improvement.
When should an exit interview take place?
We would always advise offering an employee the option of an exit interview so that they don’t feel pressured or under obligation. Some staff will not want to engage, and in these instances, there is nothing more you can do. However, many do feel that it gives them a forum and ultimately demonstrates that they are being listened to.
In sensitive situations, such as redundancy, exit interviews should be handled carefully or assessed as to whether appropriate at all. It can be beneficial to understand (from the employee’s perspective) how the redundancy was handled, but if emotions are running high then it is likely to cause further issues and should be avoided. In any circumstance, all conversations should be well documented.
Getting the most from the meeting
Understanding employee turnover patterns is essential for any organisation’s growth. Through exit interviews, you can identify recurring themes in departures, whether they relate to management styles, career progression opportunities, or workplace culture. This information is invaluable for developing targeted retention strategies.
A well-conducted exit interview provides unique insights into your company culture and management effectiveness that might not surface through regular feedback channels. Employees often feel more comfortable sharing honest opinions when they’re leaving, offering a perspective you might not otherwise receive.
Perhaps most importantly, exit interviews help maintain positive relationships with departing employees. In today’s business world, former employees can become future clients, partners, or even return as employees with valuable new skills and experiences.
An effective exit interview process
Timing and setting
The timing of an exit interview is crucial for gathering meaningful feedback. Schedule the conversation during the notice period, but not too close to the departure date when the employee might be preoccupied with handover tasks. Choose a neutral, private location away from the employee’s usual workspace to encourage openness.
For remote workers, ensure you have a reliable video conferencing setup and consider sending questions in advance to allow for reflection. Allow at least an hour for the conversation, showing that you value their input and ensuring there’s time to explore topics thoroughly.
Who should conduct the interview?
Selecting the right interviewer significantly impacts the quality of feedback received. An HR representative or external consultant will often get the most honest responses, as they’re removed from day-to-day team dynamics. They can maintain objectivity and ask probing questions without personal involvement.
For smaller organisations without dedicated HR teams, consider engaging an external HR consultant. This can provide departing employees with an impartial listener and often results in more candid feedback about management and workplace issues.
Typical exit interview questions
Your questions should be open ended to encourage detailed, thoughtful responses rather than simple yes/no answers. Here are some key areas to explore:
Career development and opportunities:
- What aspects of your new role attracted you most, and how did they compare to opportunities here?
- What is your new role offering that your current role doesn’t?
- How well did we do in supporting you with your professional development goals?
- What training or development opportunities would have improved your experience?
- Did you have the tools and support needed to perform your job effectively?
- How accurately did the role match your expectations from the interview process?
- What would have made your job more satisfying or successful?
Management and leadership:
- How would you describe the leadership/management style you experienced?
- What could your manager have done differently to better support you?
- How well did you feel communication flowed between leadership and staff?
Workplace culture and environment:
- How would you describe our culture to a potential employee?
- What aspects of the workplace made you feel most engaged and motivated?
- What changes would make this a better place to work?
Using exit interview data
Once you have been provided this data, ensure that this is used for future decision making. Document responses in a standardised format that allows you to track trends over time. You can use this to look for patterns in particular departments, management styles and even specific times of year that could influence resignations.
Taking the data from these interviews, can also provide you with actionable improvements. From leadership development to improving workplace culture.
Need additional support?
With over 120 years of combined HR experience, we understand that every organisation’s needs are unique. Our CIPD-qualified consultants can help you:
- Design a customised exit interview process that aligns with your organisation’s culture and goals
- Train managers to conduct effective exit interviews that gather meaningful insights
- Analyse feedback patterns to identify opportunities for improvement
- Develop targeted retention strategies based on exit interview findings
- Create action plans to address common concerns before they lead to further departures
Download our sales brochure and find out how to work with Bespoke HR here.
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