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Your Exit Interview Checklist

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Conducting the perfect exit interview is essential for gaining valuable insights from departing employees and improving your organisation. Here's our short checklist of how to do it effectively:

Prepare in Advance

  • Schedule the exit interview shortly before the employee's departure date

  • Review the employee's file, performance evaluations, and any relevant feedback

Choose the Right Setting

  • Conduct the interview in a private, comfortable, and confidential setting to encourage open and honest communication

Select the Right Interviewer

  • Choose an HR representative or manager who is trained in conducting exit interviews and can maintain a neutral, non-confrontational demeanor

Create a Safe Environment

  • Assure the departing employee that their feedback will remain confidential, and there will be no negative consequences for their honesty

Use a Structured Questionnaire

  • Prepare a set of standardised questions to ask, covering topics like reasons for leaving, job satisfaction, management, and suggestions for improvement

Listen Actively

  • Listen more than you speak during the interview. Encourage the employee to share their thoughts, concerns, and experiences

Ask Open-Ended Questions

  • Frame questions to encourage detailed responses, such as "Can you tell us about your experience working here?" instead of "Did you like working here?"

Take Notes

  • Document the interview to ensure nothing is missed. This will also help in analysing the feedback later

Be Respectful and Non-Defensive

  • Even if the feedback is negative or critical, maintain a professional and non-defensive attitude. Avoid arguing or justifying decisions during the interview

Offer a Chance for Suggestions

  • Ask for specific suggestions for improvement or changes that could have made the employee stay longer or be more satisfied

Discuss Next Steps

  • Before concluding the interview, discuss how the information will be used and what, if any, follow-up actions may be taken based on their feedback.

Send a Thank-You

  • After the exit interview, send a thank-you email to the departing employee for their time and honesty. This helps maintain a positive relationship

Analyze and Implement Changes

  • Review feedback from exit interviews regularly and use the insights to make improvements in areas like employee retention, culture, or management practices

By conducting exit interviews effectively, you can gather valuable insights, enhance your organisation's work environment, and reduce turnover by addressing issues identified by departing employees