How to Conduct an Employee Exit Interview w/Sample Questions

Employees leave a company for one reason or another. Understanding the why's will help determine employment practice "opportunities" that only an exit interview can provide. At this time employees typically speak candidly about moving out of the company, and often provide valuable feedback.

Here is a list of questions that solicit such information.

Things You'll Need

• Private Conference Room
• Exit Interview Form
• Exiting Employee
• Pencil

Instructions

1. It is recommended the interview be conducted by an HR professional in your organization. The interview should begin with an introductory dialogue:

   It's unfortunate that you have decided to leave the company. We acknowledge your association with the company and the sincere efforts in performing your duties.

   Please help us make XYZ Ltd. a better place to work by answering the following questionnaire. Your honest and open responses are important to us. The data obtained will be used to identify trends, identify areas of concern, and provide feedback to improve the same. It will also serve to enable us in developing policies and practices that reflect the needs of our employees.

   Once completed, the information will be confidentially reviewed in Human Resources. Your responses will not affect your future references or prospects for reemployment.

   Note: This form should be completed by the HR Professional at the time of the exit interview.

2. Begin the interview questions

   Reasong for leaving XYZ Company:

   Please mention 3 reasons ranking them as 1,2,3. (1 being most important.)

   *Relocating / Migrating abroad
   *Pursue further studies
   *Health Reasons
   *Maternity / Childcare responsibilities
   *Marriage
   *Personal reasons e.g. Elderly parent responsibilities
   *Location constraints e.g. daily commute, accommodation problems etc. *Desire change in function to match your interests / abilities
   *Starting your own business Need more flexible work schedule
   *Lack of recognition for your work
   *Lack of growth opportunities
   *Working conditions in the company
   *Working conditions in the Department
   *Relations / Conflicts with Superior
   *Relations / Conflicts with peers
   *Compensation
   *Change in field/industry e.g. IT, Teacher
   *Poor Culture
   *Was not consciously looking for a job, got a better offer

3. Would you like to tell us in what aspects your new employer scores over XYZ?

   a) Better Compensation
   b) Better benefits / perks
   c) Better designation / position
   d) Better career opportunities
   e) Match/fit with my interests / abilities
   f) Better location
   g) Better working conditions
   h) Better facilities

4. Working Conditions

   Please select the response that best indicates how you feel. The scale ranges from 1-5, where,

   1 - Strongly Disagree
   2 - Disagree
   3 - Neither Agree nor Disagree
   4 - Agree
   5 - Strongly Agree
   NA - Not Applicable

   *You were clear about your role & responsibilities

   *You were satisfied with the nature of your duties

   *The work pressure in your job was manageable

   *You were provided with adequate tools, resources & infrastructural support

   *You had information about business plans, service conditions etc

   *There was good flow of information in your department

   *You were satisfied with the compensation package

   *Your were satisfied with your designation in the company

   *Your contributions towards the growth of the company have been recognised / rewarded

   *Working relationship with peers/colleagues/subordinates was good

   *Company transport facility for commuting every day was adequate

   Note: Allow the employee to elaborate on any of the responses. And take good notes.

5. Supervision (how would you rate your supervisor in the following)

   Please select the response that best indicates how you feel. The scale ranges from 1-5, where,

   1 - Strongly Disagree
   2 - Disagree
   3 - Neither Agree nor Disagree
   4 - Agree
   5 - Strongly Agree
   NA - Not Applicable

   *Communicated policies & procedures

   *Demonstrated fair & equitable treatment

   *Communicated business plans, information down the line

   *Gave clear directions for work assignments & responsibilities

   *Encouraged cooperation & teamwork

   *Valued suggestions & new ideas

   *Resolved issues promptly

   *Encouraged and took feedback

   *Conducted your Employee Dialogue on Time

   *Gave useful feedback about your performance (through Employee Dialogue and otherwise) at regular intervals

   *Took interest in & facilitated your professional growth

6. Learning And Growth

   Please select the response that best indicates how you feel. The scale ranges from 1-5, where,

   1 - Strongly Disagree
   2 - Disagree
   3 - Neither Agree nor Disagree
   4 - Agree
   5 - Strongly Agree
   NA - Not Applicable

   *Your learning needs were correctly identified

   *The learning provided met the job requirements

   *Learning inputs were given on time

   *You received adequate technical/functional inputs to do your job effectively

   *You received behavioral inputs, which brought about a positive change.

   *You were able to apply the learning inputs at your workplace and this has resulted in concrete benefits.

   *You had the opportunity to work in the desired areas

   *You found your work challenging

   *Your talents & abilities were well utilised

   *You had the opportunity to use variety of skills

   *There were growth/career opportunities for you

   *You were happy with your progress/development at XYZ

7. General (answer yes or no)

   *If a more satisfactory arrangement could have been worked out, would you be willing to stay

   *If yes, what would you expect from the company?

   *Would you recommend employment with XYZ to others?

   *Would you rejoin the company?

8. Thank the employee for the feedback and obtain his/her signature:

   1) Interviewer - Date
   2) Interviewee - Date