When an employee resigns or retires, human resources will typically request an exit interview to gain insight into why he or she is leaving the company. Exit interviews can be sensitive. It's imperative that HR professionals approach these moments with an open mind, neutral ear and the ability to document the process. Having a neutral party interview and document the process can make it easier on the employee leaving the company, giving them a chance to openly discuss why they've arrived at that decision.
Here are some things HR professionals should remember when conducting exit interviews:
Prepare in advance
The University of South Carolina Division of Human Resources stated that it's best to schedule a time with the employee far enough in advance that they have time to prepare and learn about the process. This is especially helpful if the employee in question has never left a company before. He or she will need to know what to expect from HR, whether any paperwork needs to be filled out and how to best discuss their experiences with the business. On the other hand, HR staffers will also need time to collect data to share with the employee, such as overused PTO days, health insurance expiration dates and more.
Listen more, speak less
It's important that HR administrators ask engaging questions and listen intently to responses. Taking notes is also a good idea. Make sure this portion of the interview is neutral; taking sides or expressing judgment may make the employee feel uncomfortable and they may hold back their true thoughts. As HR World noted, this is an excellent opportunity to gain insight into where the company can improve. HR professionals can draw out honest answers by being understanding and attentive.
Invite constructive criticism
Productive, valuable exit interviews provide HR professionals with insight into the true company culture. They allow workers to let their businesses know what works and what may help improve things. Constructive criticism regarding general workplace practices, operations or management styles should be invited, not rejected or judged. This is also a great opportunity to learn about what advice the employee would give to the next person to take his or her place. This can help HR professionals improve their training and development programs.
Offer gratitude
Be sure to thank the employee for their hard work, no matter if they've been with the company for six years or 60 years. A genuine thank you can go a long way.
Inquire about the future
If the departing employee has a new position lined up elsewhere, ask if he or she feels comfortable disclosing information on what drew him or her to another company. Competitive intelligence is another helpful tool when designing recruiting tactics, offer letters and benefits packages. If a talented employee is heading for greener pastures, it may behoove the HR professional to share this knowledge with the company's executives.
With a strong human resources administration software platform, HR professionals are more capable of handling exit interviews and incorporating the feedback into daily operations. Maintaining a highly efficient department requires flexible tools and programs that support employees' needs, especially during the resignation and retirement processes. Don't let valuable information gleaned go missing; whether a business creates an exit interview strategy internally or has an HR consultant handle the process, exit interviews should be considered a valuable aspect of the employee life cycle.