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Checklist: Employee Exit Interviews to Ensure Future Success

July 22, 2021 - minute read

It doesn’t matter how big of a hole an employee leaves when they quit – you cannot afford to let exit processes slide as you seek their replacement. While you’re busy pouring over applications and conducting interviews, you must also be managing the final interactions with your leaving employee to ensure a relatively harmonious end to the relationship.

According to the Bureau of Labor, nearly 4 million people gave up their jobs this past April. With the pandemic drastically altering the lives of so many of the nation’s workforce, it’s best to prepare for at least some amount of turnover. To safeguard professionalism, security compliance, and the longevity of new hires, you must conduct some form of employee exit interview.

It doesn’t matter if your employee is leaving on good or poor terms, what they have to say in parting matters. Moreover, it sends a positive message to the rest of your employees that you care about feedback and making improvements for the future of your operation!

So, what should you be focusing on?

5 Key Elements for Conducting Successful Exit Interviews

Exit interviews aren’t just the last conversation you have with someone leaving your employment. It’s a process that protects your business directly, and often includes more than one step. Whether it’s a form to be filled out, a face-to-face interview, or a combination of the two – it is critical you focus on the following elements:

1. Be deliberate about who is conducting the exit interview. It will vary based on the size and scope of your business, but it’s truly worthwhile to take the time to choose the right overseer of an exit interview. It could be a direct manager, a supervisor, or someone in HR. Regardless, whoever is chosen to conduct the interview should be able to foster ease and honesty with your soon-to-be former employee. Having a person who doesn’t know the worker very personally might be the wisest choice, as the employee will feel more comfortable being transparent about their experience.

2. Seek to understand why the employee is leaving. Without investigating too intensely, try and figure out what is causing the employee to leave employment with your business (if you don’t know already). A well-structured exit interview can help you pinpoint the most difficult aspects of their role. It will help give you a better understanding of how their hours were actually spent and what could have been better for their overall satisfaction. To keep valuable employees around longer, workloads or policies may be need to be adjusted.

3. Cut security ties. A thorough wipe of the employee’s security connection with your operation is a must! While you will have industry-specific protocols, the most common steps include: retrieving any keys or access badges to your worksites, warehouses and other related facilities (ex. garages, gyms, etc.); removing access to company computers or online databases housing their personal information; changing the appropriate logins and passwords; and collecting any company property that came into their possession, including items the employee may have taken home or stored in their vehicle.

4. Ensure you evaluate their job description. The exit interview is a perfect time to determine if the description of your employee matches the job they were actually doing. Confirming the two align will help ensure their replacement is given a dependable JD. After all, misleading a future hire with the wrong expectations could cause them to quit later down the road, as well. There are likely tasks your leaving employee was in charge of on a day-to-day basis that you are unaware of. Therefore, consider posing questions like: What was the most important aspect of your job? What did you spend the majority of your time doing? What should more people know about your role?

5. Determine the desired timing of announcing the exit. It’s unlikely your employee is going to up and leave without giving advanced notice (with the exception of being dismissed), so establishing when the employee wants to let the rest of their team know they are leaving is helpful in sending them off in a positive way. Decide together how you’re going to inform your workforce of their departure and respect that it is ultimately their choice. To prevent confusion and internal dramas, it is ideal if your workers can learn the news at relatively the same time.

Tools for Improving Employee Experience

At EPAY Systems, we understand the impact the right workforce management tools can have on employee experience and retention. That’s why we prioritize improving employee experience by offering a variety of features that give them more insight and control over their hours, benefits and performance management.

Check out our blog, “Employer Apps Are Key to Employee Experience and Engagement” for more insight on managing employee ease. If you’d like a full tour of our workforce-centered solution, request a personalized demo of our Human Capital Management (HCM) today!

Filed Under: Compliance Applicant Tracking & Hiring Human Resources