1. Prepare in advance
Before you conduct an exit interview, review the employee’s file, performance, and contributions. Identify the main topics you want to cover, such as the reasons for leaving, the work environment, the culture, the benefits, and the opportunities for improvement. Prepare a list of open-ended questions that encourage honest and constructive feedback. Avoid asking leading, accusatory, or personal questions that might make the employee defensive or uncomfortable.
2. Choose the right setting
The location and format of the exit interview can affect the employee’s willingness to share their insights and feelings. Ideally, you should conduct the exit interview in a private and neutral space, such as a meeting room or a quiet corner. Avoid holding the exit interview in your office, as this might create a power imbalance or a sense of intimidation. You should also consider the employee’s preference for the mode of communication, whether it is face-to-face, phone, video, or email. Some employees might feel more comfortable expressing themselves verbally, while others might prefer writing.
3. Be respectful and empathetic
One of the most important aspects of making employees feel valued during exit interviews is to show respect and empathy. This means listening actively, acknowledging their emotions, and thanking them for their feedback. You should also avoid arguing, criticizing, or judging the employee’s opinions or decisions. Instead, focus on understanding their perspective and learning from their experience. You should also respect the employee’s confidentiality and privacy, and assure them that their responses will not affect their references or future prospects.
4. Highlight their achievements
Another way to make employees feel valued during exit interviews is to highlight their achievements and contributions to the organization. You can mention specific projects, tasks, or initiatives that they worked on or led, and how they helped the organization achieve its goals. You can also recognize their skills, strengths, and talents, and how they added value to their team and department. By doing so, you can show appreciation and gratitude for the employee’s work and boost their self-esteem and confidence.
5. Offer support and resources
Finally, you can make employees feel valued during exit interviews by offering support and resources that can help them transition to their next career move. You can provide information on severance packages, benefits continuation, outplacement services, or career coaching. You can also offer to stay in touch, provide references, or connect them with relevant contacts or opportunities. By doing so, you can demonstrate your care and concern for the employee’s well-being and future success.
6. Here’s what else to consider
After the interview, consider sending a personalized email or note to the employee thanking them once again for their time, providing any additional support or information they may need, and letting them know that their feedback will be taken into consideration. Take thorough notes during the interview to demonstrate that their feedback is being taken seriously. This will also help you follow up on any specific concerns or suggestions they may have raised.
The best part of an exit interview and feedback is for the HR to try and implement at least one of the changes suggested by the employee. That experience makes the feedback process reliable and valuable. This pattern had helped us evolve better.
