Dear all,
I would like to have your valuable guidance on the topic mentioned above. We have recently started following the exit interview process in my company. We have an exit interview form that is filled out by the employees to seek genuine feedback on different aspects. Now, I have to prepare a report showing the results, including areas of serious concerns and positive points. I would like to know how to present them in the report to cover the major points.
My head advised me to create a PowerPoint presentation or an Excel sheet and start by showing the time period during which all the forms were filled, the number of employees who left during that period, and how many employees left for a particular reason (out of all reasons mentioned in the form). Although I have been given this direction, I would appreciate it if you could provide some insights on this matter. I work as an HR Executive in an FMCG company. I have also been advised to keep it concise and to the point since it will be presented in a board meeting. Please help.
Thank you in anticipation.
From India, New Delhi
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I would like to have your valuable guidance on the topic mentioned above. We have recently started following the exit interview process in my company. We have an exit interview form that is filled out by the employees to seek genuine feedback on different aspects. Now, I have to prepare a report showing the results, including areas of serious concerns and positive points. I would like to know how to present them in the report to cover the major points.
My head advised me to create a PowerPoint presentation or an Excel sheet and start by showing the time period during which all the forms were filled, the number of employees who left during that period, and how many employees left for a particular reason (out of all reasons mentioned in the form). Although I have been given this direction, I would appreciate it if you could provide some insights on this matter. I work as an HR Executive in an FMCG company. I have also been advised to keep it concise and to the point since it will be presented in a board meeting. Please help.
Thank you in anticipation.
From India, New Delhi
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I see that the exit interview process is a failure and not seen as a 100% valuable thing to spend much time on. Because once an employee wants to leave the company, they want to leave with peace. Therefore, they expect to receive full and final settlements on time, smooth PF settlements, service certificates, and seamless background verifications. In this case, no employee would provide genuine feedback in an exit interview, especially in writing.
Consider recording the entire exit interview conversation one-on-one to analyze the underlying issues and areas for improvement. Look into other factors as well. As the saying goes, "employees don't leave companies, they leave their managers," you should explore team-related issues to enhance the working atmosphere and address employees' expectations to reduce attrition.
It's unrealistic to expect sincere feedback from someone on their last day at a company, especially when they have already decided to leave and may have developed negative feelings towards the organization. Therefore, obtaining constructive feedback may be challenging.
Conduct background research to identify which team experiences the most turnover, the common factors among departing employees such as their origin, college, or network connections, and why competitors are attracting our employees. Additionally, assess the essential facilities employees expect, areas where welfare, security, and safety protocols are lacking, counseling services, personal engagement, and so forth that can be enhanced to retain top talent within the company.
If your boss has assigned you this task, declining outright may not be an option. Instead, prepare a presentation outlining solutions to these challenges, possibly by proposing cost-effective or innovative ideas that satisfy employees' needs.
Thank you.
From India, Chennai
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153Consider recording the entire exit interview conversation one-on-one to analyze the underlying issues and areas for improvement. Look into other factors as well. As the saying goes, "employees don't leave companies, they leave their managers," you should explore team-related issues to enhance the working atmosphere and address employees' expectations to reduce attrition.
It's unrealistic to expect sincere feedback from someone on their last day at a company, especially when they have already decided to leave and may have developed negative feelings towards the organization. Therefore, obtaining constructive feedback may be challenging.
Conduct background research to identify which team experiences the most turnover, the common factors among departing employees such as their origin, college, or network connections, and why competitors are attracting our employees. Additionally, assess the essential facilities employees expect, areas where welfare, security, and safety protocols are lacking, counseling services, personal engagement, and so forth that can be enhanced to retain top talent within the company.
If your boss has assigned you this task, declining outright may not be an option. Instead, prepare a presentation outlining solutions to these challenges, possibly by proposing cost-effective or innovative ideas that satisfy employees' needs.
Thank you.
From India, Chennai
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Dear Aishwarya Gupta,
I fully endorse the views expressed by Mr. Stephen.
Exit interviews do not bring out the facts that you are expecting, but still, you have to go ahead with that as your boss insists on it.
We do not know what data you have collected so far. It would have been easier if you had shared your exit interview format. Anyway, consider the following inputs:
1. Leaving for better prospects
2. Going for a higher salary
3. Taking up a higher position
4. Moving closer to or native place
5. Spouse's work spot is nearby in the new location
6. Children's Education
7. To take care of aging parents
8. Climate of the present location (place, not company) is not suiting
9. Very long cumbersome travel to work spot and back home
10. Lack of medical facilities nearby
11. Going for higher education
Untold reasons; you have to be lucky or smart to catch these details. Ask them before they leave, saying that it will be off the record and that they do not have to sign any paper. Win their trust and keep the matter confidential. To be shared only with the top management, verbally.
1) Not treated well
2) No promotion prospects
3) Colleagues not cooperating
4) Appalling working environment (physical), say sound, heat, dust, etc.
5) Very long working hours
6) No/less overtime wages
UNQUOTE
V. Raghunathan
From India
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I fully endorse the views expressed by Mr. Stephen.
Exit interviews do not bring out the facts that you are expecting, but still, you have to go ahead with that as your boss insists on it.
We do not know what data you have collected so far. It would have been easier if you had shared your exit interview format. Anyway, consider the following inputs:
1. Leaving for better prospects
2. Going for a higher salary
3. Taking up a higher position
4. Moving closer to or native place
5. Spouse's work spot is nearby in the new location
6. Children's Education
7. To take care of aging parents
8. Climate of the present location (place, not company) is not suiting
9. Very long cumbersome travel to work spot and back home
10. Lack of medical facilities nearby
11. Going for higher education
Untold reasons; you have to be lucky or smart to catch these details. Ask them before they leave, saying that it will be off the record and that they do not have to sign any paper. Win their trust and keep the matter confidential. To be shared only with the top management, verbally.
1) Not treated well
2) No promotion prospects
3) Colleagues not cooperating
4) Appalling working environment (physical), say sound, heat, dust, etc.
5) Very long working hours
6) No/less overtime wages
UNQUOTE
V. Raghunathan
From India
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Exit interview will yield results when you build confidence, also start the discussion after giving all dues and certificates to him. Tell him that in no way the feedback will affect him.
From India, Bangalore
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From India, Bangalore
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It's better to work in an Excel sheet with a provision of a filter part with a column of Attention where you can mention LOW / Medium / High.
When you present, use the filter option and start with all low (higher education / family concerns such as getting married, spouse getting transferred, parents sick / health concerns, etc.), Medium (career growth, higher role and benefits, etc.), and High concerns related to regulatory and statutory compliance violations, issues with infrastructure, quality of products, and superiors, which are to be escalated. You should also have data like the name of the employee, qualifications, experience, native area, date of joining and leaving.
Include data in remarks about your / HOD's efforts in retaining them, etc. Hope you understood, all the best.
From India, Hyderabad
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When you present, use the filter option and start with all low (higher education / family concerns such as getting married, spouse getting transferred, parents sick / health concerns, etc.), Medium (career growth, higher role and benefits, etc.), and High concerns related to regulatory and statutory compliance violations, issues with infrastructure, quality of products, and superiors, which are to be escalated. You should also have data like the name of the employee, qualifications, experience, native area, date of joining and leaving.
Include data in remarks about your / HOD's efforts in retaining them, etc. Hope you understood, all the best.
From India, Hyderabad
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Dear Aishwarya Gupta,
I agree with the views of Mr. Stephen, but as an HR professional, we should not lose hope and should find out the reasons through discussions with employees. We need to create a friendly atmosphere during these discussions and convince him/her to have faith in us. There may be things that he/she will not write but share informally, which can be valuable for us as HR.
It may not meet our expectations 100%, so before the discussion, we should review the exit forms filled out by employees and always prepare a few questions in mind based on our experience with the department's culture and the attitudes of the HOD/Supervisor.
The rest depends on the company's expectations and culture; we need to design a form accordingly.
Regards
From India, Surat
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I agree with the views of Mr. Stephen, but as an HR professional, we should not lose hope and should find out the reasons through discussions with employees. We need to create a friendly atmosphere during these discussions and convince him/her to have faith in us. There may be things that he/she will not write but share informally, which can be valuable for us as HR.
It may not meet our expectations 100%, so before the discussion, we should review the exit forms filled out by employees and always prepare a few questions in mind based on our experience with the department's culture and the attitudes of the HOD/Supervisor.
The rest depends on the company's expectations and culture; we need to design a form accordingly.
Regards
From India, Surat
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Exit interview-form. docx
Exit Interview.zip