Draft Off-Boarding Process
- Shannon Bradley
Offboarding - when someone leaves the project
Task | Who is responsible - Team or Program | Status |
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Exit Checklist - what goes on it?
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Exit interview - what do we ask?
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Questions to Ask When Conducting Employee Exit Interviews
What prompted you to start looking for another job?
Under what circumstances, if any, would you consider returning to the company?
Do you think management adequately recognized your contributions? If not, how do you think recognition could be improved?
Were there any company policies you found difficult to understand? If so, how can the firm make them clearer?
Do you feel your job description changed since you were hired? 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?
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 organization improve on?
Do you have any suggestions for improving employee morale?
What are you most looking forward to in your new job?
How would you describe the perfect candidate to replace you?
Would you recommend working at our company to a friend, and why or why not?
Is there anything else you’d like to add?
More to Consider
Uncovering the Real Reasons for Leaving
(https://www.shrm.org/topics-tools/news/talent-acquisition/best-exit-interview-questions )
An easy place to start an exit interview is by asking about the reasons the employee decided to leave your organization. Understanding these reasons can provide valuable insights into potential issues within the company that may be contributing to turnover. By addressing these concerns, organizations can improve retention and create a more positive work environment.
Example questions include:
What factors contributed to your decision to resign, and what could have been done to prevent you from leaving?
What is one thing you wish you could change about our organization to make it an even better place to work?
These questions help identify specific factors that influenced the employee’s decision, such as dissatisfaction with job duties, lack of growth opportunities, or issues with company culture. Some of these issues can be identified earlier by performing stay interviews
Identifying the Appeal of a New Job
Exploring how an employee found and chose their new job can reveal competitive dynamics and the effectiveness of recruitment strategies. This information can help you understand what attracts talent to other companies and how to adjust your own talent acquisition practices. Example questions include:
How did you learn about the job opening for the new position you have accepted?
What specific aspects of your new job were most appealing to you?
These questions shed light on the channels through which employees discover new opportunities, which can inform improvements in your company's own job marketing and internal and external recruitment processes.
Evaluating Job Satisfaction and Experience
Assessing an employee's experience and satisfaction during their tenure is crucial for understanding the strengths and weaknesses of your organization. You should be measuring employee experience and engagement already, but exit interview answers can also inform improvements in job design, training programs, and workplace culture. Example questions include:
How was your overall experience working for this company?
Were you given training to perform the job? How would you assess the quality of that training?
What did you like most and least about working here?
These questions help garner feedback on various aspects of the job and the work environment, providing actionable ideas for enhancing employee satisfaction and performance.
Assessing the Future
Understanding an employee's willingness to return or recommend the company to others offers a measure of overall satisfaction and loyalty. This feedback can be crucial for employer recommendations and improved employee relations. Example questions include:
Would you consider returning to this company if a position were available in the future?
Would you recommend a friend or family member work here? Why or why not?
Responses to these questions indicate the employee’s overall sentiment toward the company and can highlight areas for improvement in the organization’s reputation and employee relations. The best way to improve your employer brand is by listening to your employees, especially if you're building your brand from scratch.
Gathering Feedback on Management Styles
It's common for employees to exit because of a bad boss, so feedback about supervisors and management styles is essential for understanding leadership effectiveness and its impact on employee satisfaction and performance. This information can guide leadership development and management training programs. Example questions include:
Were you and your supervisor able to work together effectively?
What kind of feedback did you receive from your supervisor and how frequently?
How would you describe the management style of the organization overall?
These questions help HR professionals pinpoint strengths and weaknesses in management practices and identify opportunities for improving leadership across the organization.
Using Exit Interviews to Spark Meaningful Change
Exit interviews are more than just a formality; they are a strategic tool that can significantly enhance your organization's growth and development and upgrade your offboarding. By systematically categorizing and analyzing exit interview questions, HR professionals can address key areas of concern, ultimately leading to a more engaged and satisfied workforce. Understanding the true reasons behind employee departures, identifying the appeal of new job opportunities, evaluating job satisfaction, assessing brand loyalty, and gathering feedback on management styles are all crucial steps toward creating a more positive and productive workplace environment.
When exit interviews are conducted thoughtfully and the feedback is acted upon, organizations can improve employee retention, refine management practices, and foster a culture of continuous improvement. By asking the right questions, you can transform exit interviews into a powerful resource for organizational success, leading to a more engaged and satisfied workforce. Before they go, make sure to capture what the exiting employee knows through a knowledge transfer plan to help ease the transition and minimize downtime while you search for a replacement.