An exit interview is a formal conversation conducted between an employer and an employee who is leaving the organization, designed to gather feedback on the employee's experience, identify reasons for their departure, and gain insights that can help improve workplace practices and employee retention.
Why are exit interviews important?
Exit interviews can help organizations understand why employees leave—and how they can improve their work environments and employee satisfaction to reduce future turnover. Interviews also give departing employees an opportunity to offer candid feedback, which can be used to identify patterns and areas of concern within the organization. For example, if multiple employees cite the same issues during their exit interviews, this may indicate systemic problems that need addressing.
When organizations use exit interviews to better understand the reasons behind their employee turnover, they can then take proactive steps to improve retention and reduce their costs associated with hiring and training new employees. Staying on good terms with former employees can also help maintain their employer brand, since former employees can still act as brand ambassadors, referring top talent to the organization—or even returning in the future. A well-conducted exit interview can go a long way to ensure that departing exiting employees leave with a positive impression of the company, regardless of their reasons for leaving.
What you should try to get out of an exit interview
The primary goal of an exit interview is to gather constructive feedback that can inform future strategies to improve the overall employee experience. Companies should aim to extract insights that can help reduce employee turnover and improve the work environment for both current and future employees.
One key area to explore is the departing employee's perspective on what the company does well and where it could improve. Honest feedback on these points can reveal underlying issues that might not be obvious to management. For example, if employees mention that they feel undervalued or that their contributions go unrecognized, you might consider implementing new recognition programs or adjusting to existing ones to make them more effective
Another key area to understand is the employee's reason for leaving. Whether it’s due to better opportunities elsewhere, dissatisfaction with management, or a desire for a different work-life balance, knowing these reasons can help your company refine its retention strategies. Gaining insights into how the company can better support future employees can also help you refine your onboarding processes, career development programs, and employee engagement strategies.
How to conduct an exit interview
An effective exit interview starts with a well-structured process designed to gather meaningful feedback while making sure the departing employee feels heard and respected. Here’s a step-by-step guide to conducting employee exit interviews:
- Schedule the interview. Ideally, the interview should be scheduled after most of the offboarding process, but before the employee leaves their role—sometime during their last week is generally a good time to aim for. Make sure to give them sufficient notice for the exit interview so the employee can prepare their thoughts, which leads to more insightful feedback.
- Prepare your questions. Tailor your questions to cover a range of topics that are important to your organization. This can include job satisfaction, workplace culture, management effectiveness, reasons for leaving, and suggestions for improvement. Questions should be open-ended to encourage detailed responses. For example, instead of asking, "Were you satisfied with your job?" ask, "What aspects of your job did you find most satisfying, and what aspects were challenging?" Later in this article, we’ll cover some example questions you can use.
- Conduct the interview. Arrive at the scheduled time and try to work through your planned questions—but leave room for follow-ups and for the conversation to evolve naturally, too.
- Analyze and act on feedback. After the interview, review the feedback carefully. Look for common themes across multiple exit interviews, as these can indicate areas that require immediate attention. Share relevant insights with the appropriate departments, such as HR or management, and develop action plans to address any recurring issues.
Example exit interview questions
Conducting a great exit interview means asking the right questions to encourage open, honest feedback. While it can help to have a template to help guide the conversation, be ready to follow the natural flow and ask follow-ups as needed.
Below are some example questions you can use to help you gain insights into the employee’s experience.
Questions about the job
When asking questions about the employee's job, focus on the specifics of their role and their interactions with team members. These questions help you understand how well the job description matched the employee's actual experience and where there might have been gaps or mismatches.
- Did the job description accurately reflect your actual responsibilities?
- How would you describe your relationship with your team members?
- What were the most rewarding aspects of your job?
- What challenges did you face in your role?
Questions about the organization and culture
To gain insights into the broader work environment, company culture, and work-life balance, ask about the employee's experience within the organization. These questions can help identify systemic issues as well as areas where the company excels.
- How would you describe the overall work environment?
- Did you feel that the company’s culture aligned with your personal values?
- How did the company support your work-life balance?
- What aspects of the workplace culture did you appreciate the most?
Questions about the employee’s reason for leaving
Understanding why an employee is leaving can help inform your future retention strategies. These questions can help you pinpoint whether the departure was due to job dissatisfaction, a new opportunity, or other factors, from layoffs to personal reasons like burnout.
- What factors influenced your decision to leave?
- Did you find job satisfaction in your role?
- Are you leaving for a new job or a different opportunity?
- Were there any specific incidents that led to your decision to leave?
Questions about management
Feedback on management can reveal insights into the effectiveness of leadership and any areas where management style may have contributed to the employee’s decision to leave.
- How would you describe your relationship with your direct supervisor?
- Did you receive constructive criticism and regular feedback?
- How would you describe your supervisor’s management style?
- What could management have done differently to retain you?
Exit interview best practices
With a few best practices, you can make the exit interview process as positive and constructive as possible for the departing employee while making sure you gather valuable feedback for your organization. Here are some to consider:
- Schedule the interview thoughtfully. Plan the exit interview at a time that is convenient for the exiting employee. If possible, meet in person or plan a face-to-face interview to create a more personal and open environment.
- Create a comfortable environment. Choose a private and comfortable space where the employee can speak freely without fear of repercussion. If the employee is remote, make sure the virtual meeting is secure and that the employee feels comfortable sharing openly. Your goal should be to create an atmosphere of trust where the interviewee feels their feedback will be valued and used constructively.
- Listen actively and follow up. During the exit interview process, practice active listening by maintaining eye contact, nodding, and asking follow-up questions. This also means not only hearing the employee's words but understanding the emotions and concerns behind them. Taking notes is important, but be sure to maintain eye contact and show that you are fully engaged in the conversation.
- Involve the right stakeholders. Include decision makers like your organization’s human resources department. HR professionals are trained to handle sensitive information and can provide a neutral perspective.
End on a positive note. After the interview, thank the employee and wish them well in their future endeavors. Ending on a positive note helps leave the employee with a good impression of the company, which is important for maintaining a strong employer brand.
Frequently asked questions about exit interviews
Does the HR department always conduct exit interviews?
In most organizations, the HR department is responsible for conducting exit interviews. This helps ensure that the process is handled professionally and confidentially. However, in some cases, direct managers or third-party services may also conduct the interviews, depending on company policy.
Why should my company conduct exit interviews?
Exit interviews provide valuable insights into why employees leave your organization, offering a chance to identify areas for improvement in management, workplace culture, and company policies. This feedback can help reduce employee turnover, enhance employee satisfaction, and strengthen your employer brand.
Can exit interviews be conducted remotely?
Yes, exit interviews can be conducted remotely, especially if the employee worked remotely or if in-person meetings are not feasible. Using video conferencing tools allows for a face-to-face conversation, which can help ensure the employee feels comfortable and open in providing feedback.
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