When you start your Small Business you may think that having HR procedures in place is not in keeping with the informal nature of a startup. But it is important to remember that while these procedures may take time and effort on your part to implement, some of them like the Exit Interview could give you key insights about your business that you cannot afford to miss.
What is the Purpose of an Exit Interview?
It is a common misconception that Exit Interviews are conducted to change the mind of the employee who has chosen to resign, the main aims of the exit interview is as follows:
• To find out the reasons the employee has decided to leave
• Inputs on how the working situation in your organization could be improved
• To measure workplace morale
• Find the strengths of your organization and workforce
• To maintain a respectful, cordial relationship with the employee
Here are the steps you will need to follow to conduct an exit interview:
1. Set up a time well before the employees’ last date It is crucial that you, as the employer set up this date well before the leaving date of the departing employee. This will ensure that you are both in a relaxed frame of mind and are able to freely exchange ideas.
2. Find the right person to conduct the Interview If you are unable to conduct the interview yourself, it is important that you get a person with seniority in your company to conduct the interview. It has been found that exit interviews are more beneficial to all concerned, if someone other than the employee’s immediate supervisor conducts the interview.
3. Explain the Purpose of the Interview & Stress its Confidential Nature For an exit interview to be successful, you need to put the departing employee at ease so that they will open up to you. It is important that you explain the purpose of the interview so that the employee does not feel that his or her decision to leave is being explored purely to pressure them to change their mind. It is also essential that confidentiality is assured to get the most honest responses from your employee.
4. Get the Whole Picture When conducting an exit interview, you may be in the spirit of improvement to focus only on the negative aspects of your employee’s time with your company. Ensure that you also explore the positive sides so that you learn what makes the difference to those working in your organization. Be sure to give as much time to the good employees that leave as you do to the bad ones that don’t work out. They will give you insights into why their working structure was incompatible with your organization.
5. Create a Record Take notes during the interview and also create a record of the interview for future use. This will allow you to not only improve your organization in the short run but the long run as well. A record of an exit interview will aid you when you are training a new employee or during the handover of your departing employee’s duties to another employee.
It is important to check the progress of any employee in a new role and compare their feedback with the person who was previously doing their job. Follow these 5 steps while conducting an exit interview and you and your small business will reap its benefits in the months and years to come.