What is the best way to encourage employees to participate in exit interviews?

1 Explain the purpose

Before inviting an employee to an exit interview, make sure they understand why you are conducting it and how their input will be used. Explain that the exit interview is not a performance evaluation, a disciplinary action, or a negotiation, but a chance to share their experiences, insights, and suggestions for improvement. Emphasize that their feedback will help the organization learn from its strengths and weaknesses, and enhance the work environment and culture for current and future employees.

2 Offer options

Not every employee may feel comfortable or willing to participate in an exit interview in the same way. Some may prefer a face-to-face conversation, while others may opt for a phone call, an online survey, or a written report. Some may want to speak with their direct manager, while others may request a neutral or external interviewer. Some may need more time to prepare, while others may want to get it over with quickly. Offer employees options to choose the format, timing, and interviewer that suit their preferences and availability, and respect their choices.

3 Build rapport

One of the main reasons employees may decline or avoid an exit interview is the lack of trust or rapport with the interviewer. To overcome this barrier, try to establish a positive and respectful relationship with the employee before the exit interview. Express your appreciation for their contributions, acknowledge their achievements, and wish them well for their future endeavors. During the exit interview, use open-ended questions, active listening, and empathetic responses to create a safe and supportive space for the employee to share their views.

4 Ensure confidentiality

Another common concern that employees may have about exit interviews is the confidentiality and anonymity of their feedback. They may worry that their comments will be shared with others, or that they will face negative consequences for being honest. To address this concern, reassure the employee that their feedback will be treated confidentially and anonymously, and that it will only be used for improvement purposes. Explain how you will protect their identity and data, and who will have access to the exit interview results. If possible, provide them with a written statement or policy that confirms your commitment to confidentiality.

5 Follow up

The last step to encourage employees to participate in exit interviews is to follow up with them after the interview. Thank them for their time and feedback, and let them know how you will use it to implement changes or actions. If they have raised any issues or concerns that require further investigation or resolution, inform them of the progress or outcome. Show them that you value their feedback and that you are taking it seriously. This will help you build trust and credibility with the employee, and also with the remaining and future employees who may be more willing to participate in exit interviews.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?