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Exit Interviewsby Arvind & Team

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Exit Interview

Exit Interview is a conversation between a departing employee and a representative of the organization (Either the functional head of the employee, peer or someone from HR department).

Employees who voluntarily leave the organization are sources of valuable information who can give honest feedback about the organization.

This is most beneficial for the employer as it is an eye - opener and a significant review to see how the company is doing.

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Why Conduct Exit Interviews?1. Organizational Health Check.

• Lack of appropriate training and development to perform the responsibilities of the job.• Lack of advancement opportunities.• Incompetitive benefits and compensation.• To find out if there is any workplace hostility and/or harassment concerns.• To find out if there is an increasing trend of resignation for a certain occupation, gender or minorities groups, or persons with disabilities.

2. Reduce Employee Turnover and Improve Retention.

3. PR – Recruiting Future Applicants.

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Preparations For Exit Interview

Select The Person Carefully Who Will be Doing The Interview.

- Should be neither over - sympathetic nor callous.

- Should be well balanced.

If you dont have the expertise but you genuinely want to do an exit interview, hire somebody externally.

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Ask The Right Question

- Do not ask irrelevant questions regarding personal life.

- Offer to help the departing employee ONLY if you can.

Questions should be based on his roles, achievements, our management style, what is his new position providing him differently from his position here.. Etc.,

Preparations For Exit Interview

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Do Not Ask Employees to Fill Long Questionnaire – Like Forms

- Keep it short and precise

- Conduct a face to face interview or at the most a telephonic interview Under no circumstances ask employee to fill the form and drop it in an anonymous box as it is highly impersonal and infuriating.

Preparations For Exit Interview

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The Interview Should be About THEM

- Let the employees talk about themselves and their achievements.

- This makes the person feel good at the same time provide key information to the organization.

Preparations For Exit Interview

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Time the Interview

- When a person gives a notice that he / she may be leaving, conduct the exit interview immediately. You may be able to change his / her mind.

- If the person has been asked to leave or is leaving due to some internal politics, there are chances that the person may be very agitated. So conduct the interview at a later date.

Preparations For Exit Interview

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Don’t Blow Up

- There are times you may not like what you are hearing about yourself or the organization.

- Saying anything that you don’t really mean or hurting the departing employee will make him only feel that leaving the organization was after all the right decision.

Preparations For Exit Interview

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Use The Information Collected

- Do not merely file the exit interview form in the personal record of the employee.

- Collate past information and understand why employees are leaving the organization.

- Help change the internal policies and practices accordingly.

Preparations For Exit Interview

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How to conduct face-to-face exit interviews effectively?• Begin with a positive note.

• Treat each employee with dignity and respect.

• Include the letter of resignation with the termination paperwork.

• Basic administrative tasks: final paycheck; benefit payments; retrieve keys, identification cards and other company properties.

• Obtain forwarding address, and if appropriate, name and address of the new employer.

• Structured Interviews - from easy to hard questions. Do not ask the reasons for leaving at the beginning of exit interviews.

• End the meeting with a positive tone and if appropriate, ask employee to recommend people to be hired.

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Last Note..

Watch Out When the new employee leaves in a short time!

Getting enough information from the departing employee, to be statistically significant is a real challenge.

Exit Interview is valuable only if you use it to make positive change in the organization!

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THANK YOU..