What are the most effective exit interview practices?

1 Plan ahead

Before conducting an exit interview, you need to prepare some questions that will help you achieve your goals. You can use a standard template or customize it according to the employee's role, department, or feedback history. You should also decide on the format, timing, and interviewer for the exit interview. Ideally, you should choose a neutral and trusted person, such as an HR representative or a mentor, who can create a comfortable and respectful atmosphere. You should also schedule the exit interview at least a week before the employee's last day, so that they have enough time to reflect and share their thoughts.

2 Ask open-ended questions

Getting useful feedback from exit interviews requires asking open-ended questions that encourage the employee to share their experiences, opinions, and suggestions. Avoid yes-or-no questions or leading questions that might bias the answers. Examples of open-ended questions include inquiring about what motivated them to look for a new job, what they enjoyed most and least about working there, how they perceived the culture and values of the organization, the support and guidance they received from their manager and colleagues, the skills or knowledge gained or developed during their time there, and how the organization could improve the employee experience and retention.

3 Listen actively and empathetically

Another essential practice for effective exit interviews is to listen actively and empathetically to the employee's feedback. This means that you should pay attention to what they are saying, show interest and curiosity, and avoid interrupting or judging them. You should also acknowledge their feelings and perspectives, and express appreciation and gratitude for their contributions. You can use verbal and non-verbal cues, such as nodding, smiling, or paraphrasing, to show that you are listening and understanding. You can also ask follow-up questions or clarifications if you need more details or examples.

4 Take notes and record data

To make sure that you don't miss or forget any important information from the exit interview, you should take notes and record data. You can use a paper or digital form, a voice recorder, or a video conferencing tool, depending on the format of the interview. You should also ask for the employee's permission before recording anything. You should write down the main points, quotes, or themes that emerge from the conversation, as well as any specific feedback or suggestions that the employee provides. You should also rate or score the employee's satisfaction, engagement, or performance, if applicable.

5 Analyze and act on feedback

The final and most important practice for effective exit interviews is to analyze and act on the feedback that you collect. You should review the notes and data from the exit interviews, and look for patterns, trends, or gaps that indicate the strengths and weaknesses of your organization. You should also compare the feedback with other sources of data, such as surveys, metrics, or reviews, to get a comprehensive and accurate picture of the employee experience. Based on the analysis, you should identify the areas that need improvement, and create and implement action plans to address them. You should also communicate the results and actions to the relevant stakeholders, such as managers, teams, or senior leaders, and involve them in the process.

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?