Employee Exit Questionnaire
No matter how much you want that most productive employee you have to stay with the company forever, you can never stop him/her from wanting more for himself/herself and resigning company. Other times, there are also employees who are not able to achieve or uphold the required role and responsibilities of the position that you must let go and terminate from the post. Whatever the reason may be, it is always a good idea to know what the experience of working for your business was like for him/her. You may also see assessment questionnaire examples.
Resignation and termination are just common circumstances that occur in the workplace. These circumstances can happen for a various of reasons, too. Some resign because they have to relocate or are in need of immediate long-term medication or just wants to resign because they want something better. Same goes with termination, employees can be terminated form the job when they are not able to meet their required target for a couple of weeks or months and/or constant disobedience with company rules and simple policy.
However, regardless of reason, you as the HR Manager or may be even the CEO, needs to know how the overall work experience was like for the employee. For the reason being you will get a glimpse of what his/her day-to-day life in the office went, how satisfied he/she was with the company and basically to find out what went wrong.
Exit Interview Questionnaire Example
What is an Employee Exit Interview?
An employee exit interview is a survey conducted when an individual decides to separate or remove himself/herself from a company or an organization. An exit interview is not only applicable to resigning or terminated employees and the company, it can also be conducted to student and leaving an educational institution, or a member and separating from an association.
The exit interview is the last part of the employee life cycle (ELC). This stage of the ELC begins when the employee is disengaged on his/her job until his/her final departure form the company or organization. During this span of time is the most appropriate time to conduct an employee since the reasons for his/her departure are still fresh in mind. This type of survey is good way fro the employer and employee to have proper closure on the established relationship and a time to collect materials, complete administrative forms, transfer or document facts and information on ongoing projects, gather feedback and so on. You may also see what is a survey questionnaire?
In addition, an exit interview survey provides feedback from the employee regarding the reason for their separation from the company or organization, what they liked and disliked with their employment and what aspects of the company or organization needs improvement.
The results of the survey can then used by the company or organization to reduce employee, student, or member turnover and increase productivity and engagement, thus reducing the high expenses in relation to turnovers. And overtime the results can be used to track patterns and movements regarding employment, employee satisfaction, engagement and so on in order to come up with better strategies to strengthen employee satisfaction and engagement thus decreasing employee turnover in the long run. You may also like student questionnaire examples.
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Importance of an Employee Exit Interview
As mentioned above, an exit interview is an excellent way of gathering feedback from employees who are resigning from the company or organization. However, it is important that you know other reasons why conducting such survey is important and beneficial to you as an HR Manager and employer. You may also see what is a questionnaire?
1. Gathers information and opinions
The exit interview is a great tool in gathering information about the work environment, work culture, day-to-day activities and concerns, issues regarding management style, workplace ethics and employee morale. These information are useful in combating negative experiences may feel about the overall work experience in your company.
Opinions regarding why the employee decided to leave the company or organization can also be acquired through an exit interview. Opinions regarding how the employee perceives the company as a whole can also be gathered. When an employee is removed or terminated from the job by the management’s decision, it is important that you get to know how the employee feels and what he/she thinks about the decision. This can be done easily in an exit interview especially if the employee personally opts to leave the company because they are more likely to open up and be honest when they are about to leave. You may also like how to prepare a questionnaire.
2. Helps improve staff retention
Having constant high turnover of employees are very costly. Handing new materials, trainings and basically recruiting anew employee in the company who only plans to stay with the company for a sort amount of time can cost the company so much. In order to avoid high employee turnover you must first understand why it’s a constant occurrence in your company. And the results in an exit interview can help you with that. The information gathered can tell you the important information about the workplace and organizational culture. Overtime, when the results are compiled, it is easier to compare and spot the reoccurring problem or issue. You may also check out survey questionnaire examples.
3. Enhances culture and performance
Although the respondents to this survey are employees who are about to leave the company or organization, this is still a great way of gaining insights about your company. The information gathered through the survey are more impartial, too, since the respondents no longer have reasons in holding back from the truth since they are resigning. The information you are able to gather will help you analyze the current trend and culture in your company and can inform your organizational strategy in order to improve your culture and management style. You may also might be interested in research questionnaire examples & samples.
4. Helps align new employees’ expectations with the position
In addition to all of that, an exit interview will also reveal to you the differences between the employee’s expectations and his/her actual job roles. The exit interview will give you the insight whether the employee was disappointed or satisfied with the actual job role.
Exit Interview Questionnaire Example
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Exit
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Questions to Ask in an Employee Exit Interview
There can be hundreds of questions you can ask your employee. However, only ask questions that will definitely help you to further improve your management strategies and overall employee relations. Here are some of the most important questions you should include in your exit interview:
- What circumstances prompted you to start looking for another job? Or Why are you leaving your current position? You may also see questionnaire templates & examples.
- If any, under what circumstances, would you consider returning to the company?
- Do you think management adequately recognize employee contributions? If not, how do you think recognition could be improved?
- Were there any company policies you found difficult to understand? How can the firm make them clearer?
- Do you feel your job description changed since you were hired, and if so, in what ways?
- Did you feel you had the tools, resources and working conditions to be successful in your role? If not, which areas could be improved and how? You may also like feedback questionnaire examples & samples.
- Do you feel you had the necessary training to be successful in your role? If not, how could it have been better?
- What was the best part of your job here?
- What can the organisation improve on?
- Do you have any suggestions for employee morale improvement?
- Do you have any concerns or issues about the company you’d like to share?
- Is there anything else you’d like to add? You may also check out product questionnaire examples & samples.
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How to Conduct Employee Exit Interview
In order to conduct an effective employee exit interview, you must organize the process in the most understandable way. Here is an easy guide on how you should conduct an employee exit interview:
1. Decide on the format
Aside from letting the employee answer a questionnaire for the exit interview in order to avoid uncomfortable discussions, there are three other options you can choose from:
- Face-to-face – The benefit of conducting a face-to-face exit interview is that you can gauge whether or not the employee is being genuine with his/her answers. Although it is the most awkward medium, it is also the most professional and courteous way on conducting the interview; it is also the mos convenient way of gathering more information. This is the most recommended format especially when the employee voluntarily resigned from the company. You may also see what is the importance of a questionnaire?
- Telephone – Although this medium will be less awkward than that of a face-to-face interview, this will also only let you gather less valuable information that you would like. A good way in conducting a telephone interview is booking the employee for more than the necessary time. For example, set an appointment for a 30-minute interview in case you need to ask follow-up questions. You may also like income questionnaire examples & samples.
- Online – This is the most common format now. Millennials especially like and are more comfortable with this method of conducting and exit interview. You can send your interview or questionnaire through email in this format. Despite this being more efficient and instant, this is a risky and shaky method since it is easier to ignore the request. You may also check out examples of questionnaire for customer satisfaction.
2. Decide on the appropriate time for the exit interview
As they say timing is everything. You must be able to identify the right time to conduct the interview. When an employee is voluntarily resigning form his/her position, it is better to ask for an interview before their last day on the office or some time before his/her last day. If an employee is being terminated or laid off, it is better to wait and send a request or a questionnaire a week after his/her last day. If you send it too soon you will either get a response or get angry and non-constructive remarks from the employee. You might be interested in health questionnaire examples.
3. Determine the questions to ask
There can be various of questions to ask ranging from different aspects and angles, but it is important that you determine the questions that will let you gather the most useful information. The section above this presents examples of the questions you could and/or should ask your employee during his/her exit interview. Remember that the interview is supposed to be a short and concise, it should only last up to about 20 minutes. Ask the most relevant and effective questions that will serve its purpose in your information gathering. You may also see marketing research questionnaire examples & samples.
4. Choose the interviewer
Choose the person to conduct the interview according to who is the closest and who knows the employee more. It could be his/her supervisor, team leader or whoever he/she directly reports to. However, most of the times employees leave the company abruptly because of their manager or supervisor, so choosing his/her manager or supervisor will not get you the information that you would like to have. It is better to let people who are not in everyday contact with the employee to conduct the interview. Either assign an HR assistant or external consultants, if possible, to conduct the interview. You may also like examples of self-administered questionnaire & samples.
5. Conduct the actual interview
According to the process that you have chosen from the beginning, proceed with the procedures of the interview. If your conducting an online interview, send in the request and form. With a telephone interview, email the employee setting an appointment for a telephone interview, after getting the go signal, proceed with the call. If you are conducting a face-to-face interview, choose the most conducive and private location in order to keep the confidentiality of the interview. You may also check out customer service questionnaire examples & samples.
Ask the questions that you have formulated before hand or hand in the form or questionnaire that you want answered. Remember to maintain professional whatever format you choose to follow. Treat the employee as if he/she still part of the company or organization, after all, he/she has still contributed efforts, time and knowledge to help your business thrive.
6. Process employee feedback
After the interview is conducted, you have to quantify, if necessary, and analyze the information you have gathered through the interview. Look for the patterns in the feedback from outgoing employees to help identify the existing and underlying organizational issues. You can input the data on a spreadsheet so you can quickly scan the data and see the similar comments. These information and data will surely help you find ways for improvement in your company or organization. You might be interested in interview questionnaire examples.
In conclusion, this survey has presented to you the information you needed to know about an employee exit interview. To sum it all up, an employee exit interview is a survey conducted to outgoing employees and an employee exit questionnaire is just a tool to conduct the survey. This is a very helpful tool for you to find out the reason/s that prompt the employee to resign, how he/she perceives the company or organization and what he/she would like for the company or organization to improve on. And in return, you will be able to find and have the information and data that can help you improve and develop your organizational strategies. You may also see questionnaire examples in word.
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