Exit interview – how to run it and what to take away from it

Many companies overlook an exit interview and see it as wasted time with an employee who is already leaving anyway. That is exactly why it can be an excellent opportunity to gain valuable feedback and information. Do not miss insights that can help both you and your company grow and download a questionnaire for free.

What is an exit interview and why should you not ignore it?

A conversation with an employee who is leaving is a key tool for HR specialists, HR managers and line managers. Although it may seem like a formality, a well-run exit interview can provide valuable insight into company culture, management and the overall working environment.

It is usually led by HR or a manager with the leaving employee. Its main purpose is to understand why the employee is leaving, what they missed, what they valued and, above all, to obtain candid feedback about the work environment and processes.

A departing employee can share valuable information with the company that, if properly analysed, can help identify a number of potential problems, such as:

• Problems with team management or leadership
• Problems within the team
• Communication gaps
• Causes of employee dissatisfaction
• Barriers to employees’ personal and professional development

How to lead an exit interview properly

A well-run conversation is the foundation for getting quality feedback. For the interview to serve its purpose, it is important to follow a few basic rules:

Choose the right time and setting

The conversation should take place in a relaxed atmosphere, in a friendly spirit, without any pressure. Choosing the right time is also important - the conversation should not take place on the day the employee leaves, but rather a few days before their departure, so they have enough time to reflect.

Questions to ask during an exit interview

The questions asked during an exit interview with a departing employee should be structured and focused on various key areas - job responsibilities, team communication, the manager’s approach, working conditions, company culture and more.

Examples of questions you can use in various forms:

• Why did you decide to look for a new job?
• What’s the best thing about working here? What did you enjoy about your time here? Did you enjoy coming to work?
• Did you feel safe, satisfied and respected at work?
• If you could change one thing about the company culture, what would it be?
• Did you have enough opportunities for career growth to develop professionally?
• What would you change at the company to make your work experience better?
• How would you rate communication with management and the team?
• What was the main reason for your departure?

Download the exit interview questionnaire

Even when it’s not possible to conduct a standard exit interview, it’s a good idea to use a questionnaire that allows you to ask a departing employee for their opinion.

The questionnaire covers not only the reasons and circumstances behind the departure but also positive experiences, relationships with colleagues and supervisors, and the company culture. For many people, this is also a more comfortable way to express themselves without direct confrontation - which can be unpleasant for them - while still allowing you to gather very valuable information.

Give the employee space to respond

It’s important to let the employee speak freely and express their opinions and feelings. Active listening is the key to obtaining valuable feedback.

What should you take away from an exit interview?

If an exit interview takes place without any follow-up analysis of the information gathered, it’s almost as if the interview never happened at all. It is therefore very important to analyse the information and insights gained and then use them to take further steps toward improvement. In what areas can an exit interview help you improve?

Company culture

Exit interviews can reveal issues with communication, collaboration or the values the company promotes. For example, if multiple employees mention problems with a lack of transparency on the part of management, this is a clear signal that this area needs attention.

Employee turnover

Recurring reasons for employee departures can reveal systemic problems that need to be addressed. This, in turn, can lead to reduced turnover and a more stable team.

Management and team leadership

It is common for employees to leave due to dissatisfaction or poor relationships with their supervisors. An exit interview can help identify weaknesses in management and provide feedback that you can use to develop leadership within the company.

Practical tips for effective exit interviews

We have a few practical tips for you on how to maximise the effectiveness of an exit interview:

Remain objective

Don’t take feedback personally, and focus on constructive problem-solving.

Ensure anonymity

Allow employees to express themselves anonymously if the situation calls for it. You can use a combination of an exit interview and an exit questionnaire.

Regular data analysis

Analyse feedback over time and generate statistics. This will allow you to identify trends and systemic issues that need to be addressed.

Follow-up actions

Ensure that feedback from exit interviews is utilised and leads to tangible changes.

Conclusion

The exit interview is a powerful tool for improving company culture, reducing turnover, and enhancing leadership and the overall collaborative environment. A properly conducted and evaluated interview provides valuable insights that can lead to long-term positive changes within the company. It is therefore crucial for HR specialists and managers to devote sufficient attention to this process and to use the data obtained effectively.