31511230/0503 © Business & Legal Reports, Inc. BLR’s Human Resources Training Presentations Exit Interviews

31511230/0503 © Business & Legal Reports, Inc.

BLR’s Human Resources Training Presentations

Exit Interviews


Goals

Understand the value of conducting exit interviews

Know what to cover in the interviewBe able to guide the interview skillfully to

convey and obtain the necessary information


Four Basic Elements of an Exit Interview

Formal, face-to-face meeting

Discussion of reason for separation

Explanation of important information related to separation

Exploration of employee perceptions and attitudes


Who Should Conduct Exit Interviews?

HR representative Department head Employee’s supervisor Supervisor and

HR representative


Benefits to the Employer

Warn of possible legal action

Provide insight into problems

Highlight competitive position

Obtain suggestions for improvement


Benefits to Departing Employees

Employee feelings about separation Discussion of key issues Opportunity to ask questions Provide closure


Standard Interview Format

Location Timing Reasons for separation Interviewer’s checklistEmployee’s questions Employee questionnaire


Obtaining and Using Information from Exit Interviews

Try to gain honest, specific information Ask about a range of issues Investigate charges that could lead to

lawsuits Follow up on specific problems Emphasize areas that are rated highly


Exit Interview Tips and Tactics

Try to put employee at ease

Be honest without being harsh

Be careful about what you say

Don’t forget to listen


Exit Interview Tips and Tactics (cont.)

Demonstrate interest in the employee’s views

Keep interview on track Refuse to be “baited” Get back company property End the interview with

an expression of goodwill


Exit Interviews with Employees Who Leave Voluntarily

Focus on why the employee is leaving

Find out what might have induced the employee to stay

Discuss positive and negative aspects of job and company


Exit Interviews with Employees Who Leave Voluntarily (cont.)

Ask them to compare compensation package with new job

Explain procedural issues Ask for suggestions for changes

and improvements Answer any final questions


Exit Interviews with Laid-off Employees: What to Say

Explain reason for lay off Emphasize that layoff is permanent Explain terms and conditions of layoff Give employee opportunity to ask questions Ask him or her to remove personal

belongings and return company propertyEnd on a positive note


Exit Interviews with Laid-off Employees: Do’s and Don’ts

Do’s Don’ts


Exit Interviews with Laid-off Employees

Fielding Employee Questions Why am I being let go? Was my performance to blame? Can I be considered for other openings? What about future openings? Will you provide a reference?


Exit Interviews with Employees Who Have Been Fired

Clearly explain reason for dismissal

Treat employees respectfully

Avoid inflammatory remarks

Let the employee express feelings


Exit Interviews with Employees Who Have Been Fired (cont.)

Avoid arguments Stick to the point Make sure employee

understands decision is final

Have a colleague sit in on difficult interviews


Exit Interviewer’s Checklist

Positive aspects of job and company?

Negative aspects of job and company?

Working conditions? Pay and benefits? Overall rating?


Exit Interviewer’s Checklist (cont.)

Job training? Additional training? Growth opportunities? Performance reviews? Support and feedback?


Exit Interviewer’s Checklist (cont.)

Skills and abilities? Suggestions? Recognition? Recommendation? Ideas for improvement?


Employee Exit Interview Questionnaire

Orientation useful? Policies and benefits

fully explained? Job duties

clearly explained? Co-workers cooperative? Instructions useful and understandable? Regular, helpful performance reviews?


Employee Exit Interview Questionnaire (cont.)

Positive and corrective feedback? Supervisor accessible and approachable? Treated fairly by supervisor? Treated respectfully by all in organization? Pay and raises fair? Satisfied with benefits package?



Workplace safe? Workplace clean and sanitary? Tools and equipment adequate? Enough information? Good use of skills, knowledge, and

abilities? Effective and useful training?



Adequate opportunities for advancement?

Workload about right? Contributions valued? Feelings about job? Recommend company? Suggestions for

improvement?


Goals

Understand the value of conducting exit interviews

Know what to cover in the interview Be able to guide the interview skillfully

to convey and obtain the necessary information


Quiz

1. Identify three ways exit interviews can benefit an employer.

2. Conducting an exit interview with an employee who has been fired is usually not helpful, since the employee is likely to be too angry to provide useful information. True or False

3. Human resources professionals are often best able to conduct a candid exit interview.

True or False4. How can you end an exit interview with an expression

of goodwill?


Quiz (cont.)

5. A well-conducted exit interview can anticipate potential legal problems. True or False

6. To protect the feelings of an employee who has been terminated, it is best to “sugarcoat” the real reason for the discharge. True or False

7. Identify three issues that should be covered in an exit interview with an employee who quits to take another job.

8. When talking to employees who are being laid off, you should tell them how sorry you are and explain that it is not your fault. True or False


Quiz (cont.)

9. Identify three strategies for handling exit interviews with employees who have been fired.

10. What might you say to a laid-off employee who asks in the interview, “Why me?”


Quiz Answers

1. Exit interviews warn employers of possible lawsuits, provide insight into organizational problems, highlight competitive position, and obtain suggestions for improvement.

2. False. A skillful interview can identify legitimate problems in the organization that may relate to the reason for the dismissal.

3. True. They can often be more objective and are usually more knowledgeable about legal issues and termination procedures.


Quiz Answers (cont.)

4. Tell employees that you appreciate their candor and that their comments will be given serious consideration.

5. True. The interview may reveal an employee’s intention to sue the company.

6. False. Tell the truth, clearly and simply, but try not to be harsh about it.



7. When an employee quits to take another job, the interviewer should focus on why the employee is leaving, find out what might have induced the employee to stay, discuss positive and negative aspects of the job and the company, get a comparison of compensation packages, explain procedural issues, ask for suggestions for improvements, and answer any questions.

8. False. Help the employees retain self-respect. Express confidence in their ability to get a new job. And never discuss issues of fault.



9. When interviewing employees who have been fired, you should clearly explain the reason for dismissal, treat the employee respectfully, avoid inflammatory remarks, let the employee express feelings, avoid arguments, stick to the point, make sure the employee understands the decision is final, and have a colleague sit in on particularly difficult interviews.



10. You might say something like, “Obviously this was a difficult decision for us to make. We took into consideration many factors, including your overall skills, skills that will be needed in the future, current and past job performance, and time with the company. After carefully weighing many factors, we made our decision.”

Documents

31511230/0503 © Business & Legal Reports, Inc. BLR’s Human Resources Training Presentations Exit Interviews