by Kat Centeno

Created on: December 09, 2011   Last Updated: December 12, 2011

Exit interviews are interviews conducted on resigning employees. The human resource department usually conducts these interviews to obtain information on the reason why an employee leaves the organization. It is a way for human resource to improve on processes and policies in the organization which may deter future employees from leaving.

Ask the right questions

An exit interview benefits the employer but it has no value to the leaving employee. Albeit, it sometimes adds insult to injury on employees leaving with some unresolved issues with their jobs. Therefore, it is important to craft interview questions that are neutral in tone yet successfully gather the required information. By making a structured outline on what to ask and identify possible follow-up questions, it is easier to get truthful answers. Clarifications should be made when answer is vague.

Assure confidentiality of interview

It would help to assure a departing employee that whatever his/her answers may be, it will not affect future employment recommendations. It would be difficult to gain honest answers when departing employees create canned responses for fear of a backlash.

Make the interview conversational

Hold the interview in an environment that is friendly. Arrange seating in a conversational manner. Do not conduct the interview within earshot of other employees and managers. It would help to ask a departing employee the preferred time and place of the interview. An intimidating environment can create tension.

Choose a neutral person to conduct the interview

The human resource person (or a third-party), who is less-involved with the activities of the departing employee, is a good choice to conduct the interview. However, the chosen interviewer should be skilled in conducting such interviews. The ideal person would be someone the interviewee is comfortable with and be able to ask questions without a defensive tone when conflicting issues are raised. It is important to end the interview on a pleasant manner.

It costs money to fill the job vacated by a valuable employee. The amount includes the overtime pay of people who temporarily fills in for the job, the cost of training of new person, the productivity loss during the transition period, and a lot more. Thus, the analyzed result of an exit interview provides valuable information for which an organization can benefit. When done properly, an action plan can be made to create a positive change in the way the organization is managed. When changes are implemented and there is conscientious effort to minimize turnover, the organization becomes a productive and solid employer.

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