When one door closes, another one opens. While an employee\u2019s notice of resignation is generally sad news, exit interviews provide a strategic opportunity for the company to learn from its mistakes. There are many reasons to conduct exit interviews, such as improving future retention rates or learning about gaps in company culture. In this comprehensive blogpost, our Canadian HR experts walk you through how to conduct an effective and consistent exit interview in five steps.\u00a0<\/p>\n\n\n\n
The exit interview process begins long before an employee resigns. Exit interviews are typically voluntary, but you can improve employee participation by setting expectations early in the employee\u2019s career at the company. An exit interview policy communicates that exit interviews are a standard part of offboarding<\/a> and prepares employees for the process well in advance.\u00a0<\/p>\n\n\n\n Assign your policy to new employees along with other onboarding materials in their employee handbook. <\/p>\n\n\n\n Asking every interviewee the same set of questions in the same way helps you track information consistently so that you can identify patterns more easily. You should ask both qualitative and quantitative questions. These questions should cover how the company can improve retention in the future.<\/p>\n\n\n\n Ask questions about the employee\u2019s experience and opinions on the company\u2019s: <\/p>\n\n\n\n Decide whether interviews will be conducted through an in-person or virtual conversation, through a questionnaire, or both. When making this decision, consider whether you would prefer employees to answer questions anonymously (for more honest feedback) or with an interviewer who can encourage them to elaborate when needed.<\/p>\n\n\n\n Even with a standardized process, you can be flexible with some exit interview elements and tailor your approach for each situation. Before conducting the exit interview, consider the following:<\/p>\n\n\n\n Before beginning the interview or providing a questionnaire, mention the following: <\/p>\n\n\n\n If you choose to conduct an exit interview with an interviewer, they should: <\/p>\n\n\n\n The employee\u2019s responses may trigger other employer obligations. If the resigning employee informs you of any issues they experienced or witnessed involving sexual harassment, discrimination, or other unlawful activity at work, follow company policies and promptly investigate the issue. If you are unsure about your obligations, consult one of our Canadian HR experts<\/a>.\u00a0<\/p>\n\n\n\n Additionally, continue to protect the reputation of the employee. Confidentiality isn\u2019t always possible, such as in small companies with low turnover, but follow company policies to avoid compromising the employee. <\/p>\n\n\n\n Conducting the interview is only part of the process. You also need to know what to do with employee responses. Compile the information you collected from each exit interview in one place, be it a spreadsheet or HR software<\/a>. Then, look for trends and patterns:\u00a0<\/p>\n\n\n\n Analyse different segments of your workforce, too. Sort the information you have by categories: for example, demographics, tenure, department, performance, turnover reason, and job title. Prioritize improving retention rates when turnover in a specific segment is more costly, more frequent, and contributes more to organizational strategy than in other segments.<\/p>\n\n\n\n Share results with authorized individuals in the company who can make organizational changes that will address turnover trends. Improving workplace practices based on employee feedback can reduce problems like active disengagement<\/a>. Schedule regular opportunities (for example, quarterly) to share trends and insights and discuss solutions. Be sure to also highlight what\u2019s going well according to employee feedback and build on those strengths.\u00a0<\/p>\n\n\n\n McLean & Company<\/a> found that regrettable turnover (employees who voluntarily quit but whom the company wished to keep) commonly happens for these reasons: <\/p>\n\n\n\n Ask employees questions related to these factors in the exit interview, such as: <\/p>\n\n\n\n Exit interviews are a valuable way to get insight into where your company can improve retention, but they shouldn\u2019t be the first time you explore issues in your workforce. Ask employees about their engagement at the company<\/a> and improve conditions before they submit a notice.\u00a0<\/p>\n\n\n\nAn exit interview policy should outline:<\/h3>\n\n\n\n
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2: Create a standardized process<\/strong>\u00a0<\/h2>\n\n\n\n
Exit interview questions Canadian employers should ask<\/h3>\n\n\n\n
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Exit interview questions you shouldn’t ask<\/h3>\n\n\n\n
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3: Plan and schedule the exit interview<\/strong><\/h2>\n\n\n\n
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4: Conduct the exit interview<\/strong>\u00a0<\/h2>\n\n\n\n
Opening<\/h3>\n\n\n\n
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During the exit interview\u00a0<\/h3>\n\n\n\n
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After the interview\u00a0<\/h3>\n\n\n\n
5: Analyse results<\/strong>\u00a0<\/h2>\n\n\n\n
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Should you share the results of exit interviews?<\/h3>\n\n\n\n
Sample exit interview questions<\/strong>\u00a0<\/h2>\n\n\n\n
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