Exit Interview

Exit Interviews – Common Mistakes
August 26, 2010
in Human Resource Management
When an employee resigns or leave the organization, most companies do give them an
opportunity to appear for an exit interview. And believe me many a time conducting exit
interview becomes a much complex task then recruitment interviews.
Conducting an exit interview is tricky as there are chances to meet a sulking employee, not so
happy ones and yes not to forget some happy ones as well. These interviews are by and large
optional as there may be some employees who might feel discomfort appearing for one and
sharing the thoughts while leaving the organization. The human resources professionals and
managers play an imperative role in ensuring that the interview remains as productive and as
educational as possible.
But even then we make few mistakes and then the purpose of conducting such interviews
dissipates, what are these mistakes?? Let us discuss here:
Preparing an Agenda: A good number of HR professionals do not prepare the specific agenda
while conducting exit interviews, which takes the discussion to a totally different level and
makes it haywire. One needs to be specific in terms of the agenda and try and stick to it to get the
best out of the interview. Even the employee who is leaving will appreciate your professionalism
if things are put in a formatted and structured manner.
Maintain confidentiality: Win the faith of the employee that the organization cares and values
employee opinions and experiences. Interact with the employee as honestly as possible. Clarify
that all the details discussed and shared will remain confidential. Also when discussing the issues
with senior management it is always better to discuss the specific concerns in general rather than
discussing employee specific issues and concerns.
Besides potential bridge burning, risks for departing employees include the information falling
into the wrong hands and ruining references.
Being defensive: When conducting exit interviews there are chances that an employee reveals
and shares certain information about a colleague, a superior or subordinate that as an HR
professional or Line Manager we may not appreciate. But getting defensive will not solve the
purpose as the employee then may not disclose the details which can be rectified. Best policy
here is to be all ears to the resigning employee as there are still chances that you may retain the
person so it is best to hear him/her out.
Person specific question: It is always better to avoid asking direct questions about specific person
as the employee may like to continue having professional relationship with that person and
providing answers for any such specific questions may not let him open up during the exit
interview.
Analyzing the Exit interview: Here most organization does not actually take an action on the data
and information collected through exit interviews as well as they don’t analyze the information
provided by one employee with others to seek out certain valuable inputs, henceforth dissolving
the entire purpose of conducting an exit interview.
Analyzing may give a better opportunity to look for issues which are repeatedly mentioned over
a period of time by different employees.
Conducting interview on last working day: If we do that it looks more of a formality then the
requirement. Last day en employee would have to take clearance, deposit certain things at
various departments, meeting peers and final handing over so organizing exit interview may be
too clumsy and might not solve the rationale . The employee will also not take the exit interview
as an opportunity to contribute something to the organization and would not discuss important
things.
Do not judge: Do not put words in the mouth of the employee just for the sake of it, do not
perceive the information made available from your point of view, leave the space open for a
convenient and comfortable talk. Criticizing the issues or employee who has already resigned
will also not suffice the objective of an exit interview.
Personally, having a discussion along with a structured format where all the information can be
written down is the best way of conducting an exit interview, but companies should provide an
availability of questionnaire if some employees are not comfortable sharing the information in
person. Now a days many organizations have tools where the questionnaire is available on
computers through ERP or other softwares to make the process more convenient.
Let me put it with an example, Goal: I want to be a politician of India. Purpose: To gain power and
develop the nation and to make people understand that politics is not worthless. Now this purpose is
neither achievable nor measurable more I work more increases the distance between my purpose and
reality so, in order to measure the progress I set some aim. Aim: Within next 5yrs I'll do X Y Z things on
achieving these my goal will be achieved it is known as KPA's in management terms now for these aims
I’ll keep targets with time bound which are as like KPI's.
hope it is of some help.

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Exit Interviews – Common Mistakes

August 26, 2010

in Human Resource Management

hope it is of some help.

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