Joining and leaving is a common part of the everyday cycle of a business. But it becomes an issue when talented or iconic figures leave the scene or the resignation letters keep piling up. This indicates something is wrong, and in most cases it is better and more productive to ask the person directly. That’s exactly what an exit interview is. So today we will find out why taking these interviews are so important along with a free template that will help you create a data structure to pinpoint the cause.

These interviews play a significant role in figuring out causes invisible to the naked eye. Those causes can be anything from someone in a managerial role exploiting power to unfair policies that can create rifts among the workers. Reasons can be many, and only exit interviews have the power to uncover the truth. So, these are all the key aspects of exit interviews that the HR use for proper feedback:

1. Neutral Conduct: The meeting should have a neutral atmosphere where the interviewer should neither try to intimidate or reconcile for the company. 

2. Structured Approach: Use a structure questionnaire for all exit interviews. This allows the data to be consistent and the result is easier to decipher.

3. Timing: Timing is situational, mostly the few days before or after the last day is deemed suitable. 

4. Professional Setting: Maintain a professional setup like a conference room or a virtual meeting. A set of surveys can also be taken to better understand the cause.

5. Focus on Constructive Feedback: Do not try to intimidate the employee, instead listen to all the criticism he has. Constructive feedback is necessary and should always be welcomed in an exit interview.

6. Anonymity and Data Analysis: The data should always be anonymized before presenting to the supervisors. This minimizes the risk of bad blood and also protects the integrity of the employee who just left.

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Download your free exit interview template now from one of our available links. If you don’t know already, just follow these simple steps:

1. Click one of the three links.

2. On the google sheet, click on the edit tab.

3. Click on download.

4. Choose your desired extension. We recommend .docx for maximum compatibility.

5. Profit.

The exit interviews help both the company and the person leaving grow. The employee can retain a professional relationship while the HR can get insights that are almost impossible to get due to sheer pressure from the supervisors. Despite it not being a mandatory stage, the benefits that it can provide makes it almost a mandatory one to have from an HR perspective. Afterall, who can say no to good constructive feedback?

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Frequently Asked Questions

Q1. What is the main purpose of exit interviews?

Ans. There is only one reason behind it, and it is to assess the situation and understand why the employees are leaving. This feedback structure makes sure that the vulnerabilities are known to the company so they can fix it, rather than just treat the leaving employees as a stranger and be done with it.

Q2. Is exit interview mandatory?

Ans. No, exit interviews aren’t a mandatory procedure. But the insight that it provides makes it a much needed system to have to fully understand what is going on. Because the bad things are usually suppressed and never reported to the higher ups. Which makes the exit interviews the only way. In that same way an employee is also not liable to answer any exit interview if he chooses to. But again, it is a good gesture to do to maintain a professional relationship.

Q3. Who conducts these exit interviews?

Ans. Usually it is the HR’s job to do so, but some companies may have dedicated cells for it. Regardless, the interviewer is always a new person or someone who wasn’t on the reporting role to the individual employee, so he doesn’t feel pressured and can speak his mind out without worrying about status.

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Q4. What kinds of questions should be asked in an exit interview?

Ans. Always make sure to ask the straightforward questions like “Why did you decide to leave?”, “What did you like the most and what did not?”, “What could the company have done better” and so on. It’s all about hearing their side of the story and understanding the cause. 

Q5. How is the feedback used from the exit interviews?

Ans. The data collected from these interviews are first and foremost, anonymized, and then used to locate the recurring cause behind the resignation. If the cause is spreading among multiple resignations, then the HR can use the information to create a plan and fix the issue with change in management, policies or even penalty for those who deserve it.

Sources: 

1. What Is An Exit Interview: With Questions And Answers | Indeed.com India

2. Exit interview: What is it and the questions to expect

3. Exit interview - Wikipedia

4. Effective Exit Interviews: Strategies & Tips

5. What is an Exit Interview? | Meaning & Definition | HR Glossary