Effective Exit Interviews

Exit interviews are conducted on the last couple of working days with the employees and are administered by the Human Resource (HR) department. We should give exiting employees that we are keeping information in strict confidence and they can speak their piece of the mind.

You are not conducting exit interviews to keep the employee nor persuade the employee to retract the resignation. You want to find out on what can be done further to mitigate or reduce the rate of resignation.

Always explain the purpose of exit interview

We need to address to the exiting employee that the exit interview is not conducted to put blame on anyone but to prevent further losses to valued employees. You want them to speak the truth as much as possible to have an accurate assessment or analysis for any changes ahead.

Conduct in private, and must be one-to-one

Never let employee think that you’re ganging up with someone to forcefully question him. More interviews might look intimidating and exiting employee might appear less reluctant in honest speeches.

Have a set of standard questions ready.

You need the information for further assessment and analysis. Set standard questions, however, if you feel that you need the employee to elaborate further, you should write it in where appropriate. The set of questions may change accordingly for different level of employees. You might want to understand a different point of view from the rank-and-file and also the management and executives employees.

Keep all info in strict confidence

As much as you don’t like others speaking behind your back, then do not be the shit-stirrer. No matter what the employees has said, all information should be dealt properly with strict confidence. Assure the exiting employees that information is used for assessment and be used anonymously. This shows the professionalism of the HR team too.

Tabulate all information

If the reasons on why the company cannot detain valued employees and are the key reasons on highlight, you might want to set up a committee from different HR functions to come together to explore possible ways to prevent further losses. Some actions can be acted upon immediately but of course, if there are major improvements to be acted upon, it takes time and justifications to convince the management for approval.

5 Ways to Never Burn Bridges

You have finally submitted your resignation letter and heave a sigh of relief. Your next concern should be how to leave on a good note – positively and professionally; regardless of your reasons for leaving the company.

Inform your Superior in Advance

Arrange a meeting with your superior to inform your resignation. Do it discreetly and never share with anyone else before your superior. (You do not want words to spread even before she knows it from you.)  It is a good gesture that superiors will appreciate if they have sufficient time to source for replacement, most of the time. Be tactful when you are informing your superiors. You’ll want to leave on a good note. Remind yourself who will be the one writing your testimonials to secure your next employment.

Fulfill your Responsibilities Till the Last Lap

With limited time, do your best to fulfil your exiting responsibilities and proper handover. Stay accountable for the work that you have on hand even before you even hand over to the next colleague taking charge. You want the transition to be orderly and positive. Check with your superior on how you should tie up the loose ends. Stay a little later at work if you need to, just to assist the team in clearing the loose ends. Remember the one who is hit the hardest is your replacement.

Give Guidance to your Replacement

Help your superior by guiding your replacement well. No else knows your work processes and job responsibilities better than you do. Your superiors and replacement will be thankful to you because training employees are time-consuming and costly. If you do not have sufficient time to guide your replacement, spend some time to script your daily tasks and processes as a handover and remain contactable even after you’ve left. Keep the lasting impression going even when you have left. 

Participate in the Exit Interview

Some organisations will conduct exit interviews to seek opinions on a few components. The components can include the intensity of your role, your overall view of the organisation and to even evaluate your superior. Be sure that you are ready to be tactful during the exit interview process. Never go in with the mentality to speak negatively.

Keep Good Connections

Always offer to assist in any ways. Keep good connections with your ex-colleagues. Ultimately, you would also have forged friendships over the course of your employment. These connections might be useful for you in future. Make this easier by using a free platform commonly known as LinkedIn.