Best exit interview questions for hiring managers

Exit interviews can be some of the most  informative conversations  hiring managers have with a soon-to-be ex-employee. They bring to light underlying problems and valuable information leaders may not know about and enable them to gather insights into the effectiveness of company procedures, including employee’s satisfaction with the benefits package. Moreover, exit interviews play a pivotal role in understanding and improving company culture, employee retention, and employee engagement. 

So, why are exit interview questions so important? In April of 2021 alone, 4 million people quit their jobs and another 3.6 million did so in May. Over 40% of HR professionals have also indicated that their organizations have seen higher or much higher turnover in the past six months. Hiring and/or firing employees is costly, so it's crucial for employers to examine what changes they should make in their organization to reduce turnover rates and retain their current employees. These interviews are valuable opportunities for employees to provide honest feedback and letting you know what changes can you do in work environment. Exit interviews offer a unique and motivating opportunity to understand the employee’s decision to leave and gather feedback on their experiences within the organization.

By understanding the reasons behind an employee's resignation, management will begin to figure out what went wrong within the organization and how to plug the gaps for future employees, reduce future terminations, and how employee engagement can be improved. The effectiveness of exit interviews relies on the use of open-ended questions, which prompt employees to share detailed feedback about working conditions and contribute to a comprehensive understanding of organizational dynamics. Moreover, understanding the perspectives of new employees for a new role can provide valuable insights into the onboarding process and the transition into a new position.

How to prepare for an exit interview 

The best exit interviews are the ones that have been strategized and planned out before they occur. Having an exit interview template, exit survey, and the right exit interview questions (more on this later) will make it easier to conduct and collect the appropriate information from these interviews and getting constructive feedback. Tailor your exit interview questions so you can gather as many actionable insights as possible. Furthermore, when preparing for exit interviews, consider how company culture impacts employee feedback, retention strategies, and former employees feedback.

Exit interviews should be mandatory for a certain level of employee at your company. Usually, these are salaried professionals, executives, and other mid-to-high-level roles. But you should also require them for roles within your company that experience a high turnover rate. If many first-year employees choose to leave, you may want to prepare exit interview questions for all levels of workers. (Pro tip: Put this policy in writing in your employee handbook, stressing that it’s a mandatory company policy so no one is surprised when they receive a request for an exit interview.) 

Ensure that an appropriate interviewer is selected, ideally from a team of human resource, to obtain unbiased insights. This will also increase the chances of the exiting employee sharing information they may not feel comfortable sharing with a direct team member.

The timing of the exit interview is important as well since doing it too early can make the meeting overly emotional. Hosting it too late in the day can result in the employee mentally “checking out” from the role altogether and thus not sharing meaningful responses. Usually, the best time to ask exit interview questions is a week after the employee announces their intention to quit.

Professional job description

A professional and clear job description is crucial for effective exit interviews. It provides departing employees with clear expectations and helps managers evaluate performance. By referencing new job duties, it facilitates insightful feedback on the employee's experiences and contributions. Moreover, it reflects the organization's commitment to professionalism and attention to detail in employee transitions.

Exit interview tips

Dos

When conducting exit interviews, it's best to meet the employee in person to witness both their visual and non-visual cues and highlight the importance of, and sincerity in, the exit interview. Let the employee know the reason behind the interview so they can provide you with information and realize that they have the power to make a difference. Creating an exit interview template that asks each employee the same exit interview questions will also help uncover patterns and trends, allowing your organization to gather deeper insights. Prepare an environment that promotes open communication and honest feedback. During the exit interview, inquire about the employee’s experiences leading up to their last day, including any challenges they may have faced, their performance review, or the successes they have achieved.

Make it clear they don't have to provide an answer if they're uncomfortable with it because, ultimately, it's an opportunity for them to share their thoughts, and they have the right to decline to answer. Ask departing employees for feedback on factors contributing to employee turnover, such as job satisfaction, work-life balance, and opportunities for advancement. Most importantly, follow the protocol and investigate for allegations of misconduct should there be any brought up during the exit interview instead of letting it slide because the employee is leaving. During exit interviews, ensure a focus on preserving and enhancing company culture to address underlying issues effectively.

Don'ts

You should not address office gossip during the exit interview or express your opinion in this face-to-face interview. Listen to what they have to say and withhold judgment. It’s supposed to be a safe space for them to be comfortable and share their thoughts in this offboarding process.

Do not ask them to reconsider because the purpose of the interview is to discover more about their experience rather than to convince them to stay.

Don't make promises you can't keep. While exit interview questions are a great opportunity to collect information from your soon-to-be-ex-employee, it's also an opportunity for them to request things from you like a good recommendation or even help landing a job in the future. While exit interviews aren't often used against employers, making promises you don't uphold can put you in hot water. Keep your conversations focused on their experience.  

12 common exit interview questions to ask 

The following twelve employee exit interview questions have been designed to be a widening funnel, starting very specific to the employee and then gradually widening to encompass the entire company. It eventually wraps up at the end, circling back to the employee. Let’s explore few sample exit interview questions.

Let’s quickly examine the rationale behind each exit interview question.

1. What prompted your decision to leave your position?

An obvious question, but also an important one. Note that you should use the words “what prompted” instead of “why did you” intentionally. This allows the hiring manager to get to the root of the moment that “broke the camel’s back.” While it’s important to know if they were unhappy for a long time, it can be more actionable to know the specific reason the employee decided it was time to leave.

2. Were your goals and objectives clear and manageable?

If compensation isn’t the problem, then the root cause is often that the employee was doing work they didn’t enjoy. This exit interview question aims to get specific about their position and whether they felt bored or overwhelmed. It also hints toward their experience with their direct superior, which acts as a segway to the next question.

3. What was your relationship like with your manager and colleagues?

It’s a myth that people quit mostly due to their direct boss or coworkers. Rather, research has shown that people are more likely to quit after a "turnover shock," which happens when they reflect on their job satisfaction due to a life event—and the COVID-19 pandemic is one such reason. Still, it’s important to probe their relationships with those in their immediate working circle in case of any friction. We're including the mention of coworkers as there is a possibility that one bad coworker is the reason for their resignation, and it’s important to determine who this individual is before more people start leaving for the same reason. A potential follow-up question in such a situation could be, "Do any of your colleagues feel the same way?" This is also why an HR manager should be conducting these interviews.

4. What do you feel the company is doing poorly?

This gets into the specifics of the culmination of factors leading up to their decision—from poor work-life balance to low salary and even unfulfilling work. It’s unlikely that one specific event led to them choosing to leave the job, and finding out what these pain points are allows you to work on the cracks that may be forming within the business. 

The answer to this will be very telling. If many of your exit interview questions receive the same root answer (ie. higher salary, better benefits, terrible boss, etc.) then you know exactly what you need to fix to retain your talent.

5. What did you enjoy about your time here?

On the flip side, it's also helpful to find out areas where your organization is doing well. From employee benefits to a great organizational culture, you'll be able to understand what's working and if your organization was able to effectively meet your employee's needs. If the employee is having difficulty coming up with an answer, it's a red flag that signals a need to look into employee satisfaction and wellbeing. 

6. Did you feel you were valued at our company?

If lacking development opportunities is the number one reason people quit, this question asks if they think their talent and skill set was wasted. This midpoint question is extremely important for retention, so spend time on this one and ask follow-ups to see where they could have felt better put to use and shown value.

7. How can we make this position better for your replacement?

This is a carefully worded question basically asking how their own position could have been better for themselves, but framed in the context of being altruistic with the next hire. By positioning them to be a “mentor” in this way, the employee may consider more ideas in order to help the incoming candidate.

8. Do you have any advice for the person we hire for your position? 

More than any other question, this could be the best way to obtain indirect cues about how your employee felt about their job and role. The information could also be crucial in helping the new hire onboard more seamlessly or understand how else to change the job description so that the applicants can have a heads up of what the role requires and be a better fit. 

9. What would make this a better place to work?

This is the “widest” question to ask, giving them an open opportunity to touch on aspects of company culture, company leadership, benefits, and anything else outside of the scope of their specific role. Wider questions lead to differentiated answers, so the results may not be immediately actionable, but if you hear the same responses enough times, you’ll know what to fix.

10. Would you recommend working at our company to your peers?

This exit interview question is asking for your company’s report card. If they’re willing to go out on a limb and recommend working here to their professional network, then not only are you parting on good terms, but they can also be a source of recruitment.

[Bonus question] 11. Would you consider working for us again in the future?

This question brings it back to the individual and offers the possibility of an open door to the company. Psychologically, this can make the “break up” easier, but receiving a firm “no” is a red flag as to their unhappiness. Follow up with exit interview questions that ask if making the right changes can court them back, and if not, why.

[Bonus question] 12. Do you have any other issues you’d like to discuss?

The doorknob question, in essence. It’s their last chance to air any other grievances. Once they know the interview is ending, they might get more candid.

Finally, after the in-person exit interview, consider following up with a phone call or email version of a short secondary exit interview. Studies have shown that after some time, the employee’s reasons for leaving can change. They may have a clearer perspective on things or may feel freer to speak even more candidly. This post-exit interview can be another great way to learn more actionable items from a departing employee.

The purpose of exit interviews is to benefit your overall company’s retention rate and culture, as long as they are conducted with actionable goals in mind. These twelve exit interview questions will help you part ways with your employee in a smart, professional, and insightful way.

Frequently asked questions

How Effective is Social Media for Hiring?

Social media can be highly effective for hiring, offering broad reach and targeted audience engagement. It allows companies to showcase their brand, culture, and job opportunities to a vast pool of candidates.

Why not just use LinkedIn?

While LinkedIn is a powerful platform for professional networking and job searching, relying solely on it may limit your reach. Utilizing other social media channels can help tap into diverse talent pools and attract candidates who may not be active on LinkedIn.

How do I write a job post?

Writing a job post involves crafting a clear and engaging description of the job role, responsibilities, and requirements. It's essential to highlight what makes your company unique and why someone would want to work there. Keep it concise, informative, and tailored to your target audience.

What strategies can I use to recruit employees through Facebook?

To recruit employees through Facebook, consider creating engaging content about your company culture, job opportunities, and employee testimonials. Utilize targeted advertising to reach specific demographics and join relevant groups or communities to network with potential candidates.

What are the best strategies for recruiting employees on Facebook?

The best strategies for recruiting on Facebook involve creating compelling visual content, utilizing Facebook's job posting features, engaging with followers through comments and messages, and leveraging employee referrals. Additionally, consider using Facebook Insights to track the performance of your recruitment efforts and adjust your strategy accordingl

Looking for other ways to optimize your recruitment strategy? Schedule a call with us to find out how!