1. 31511230/0503 © Business & Legal Reports, Inc. BLR’s Human Resources Training Presentations Exit Interviews

2. 31511230/0503 © Business & Legal Reports, Inc. 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

3. 31511230/0503 © Business & Legal Reports, Inc. 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

4. 31511230/0503 © Business & Legal Reports, Inc. Who Should Conduct Exit Interviews? HR representative Department head Employee’s supervisor Supervisor and HR representative

5. 31511230/0503 © Business & Legal Reports, Inc. Benefits to the Employer Warn of possible legal action Provide insight into problems Highlight competitive position Obtain suggestions for improvement

6. 31511230/0503 © Business & Legal Reports, Inc. Benefits to Departing Employees Employee feelings about separation Discussion of key issues Opportunity to ask questions Provide closure

7. 31511230/0503 © Business & Legal Reports, Inc. Standard Interview Format Location Timing Reasons for separation Interviewer’s checklist Employee’s questions Employee questionnaire

8. 31511230/0503 © Business & Legal Reports, Inc. 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

9. 31511230/0503 © Business & Legal Reports, Inc. 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

10. 31511230/0503 © Business & Legal Reports, Inc. 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

11. 31511230/0503 © Business & Legal Reports, Inc. 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

12. 31511230/0503 © Business & Legal Reports, Inc. 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

13. 31511230/0503 © Business & Legal Reports, Inc. 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 property End on a positive note

14. 31511230/0503 © Business & Legal Reports, Inc. Exit Interviews with Laid-off Employees: Do’s and Don’ts Do’s Don’ts

15. 31511230/0503 © Business & Legal Reports, Inc. 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?

16. 31511230/0503 © Business & Legal Reports, Inc. Exit Interviews with Employees Who Have Been Fired Clearly explain reason for dismissal Treat employees respectfully Avoid inflammatory remarks Let the employee express feelings

17. 31511230/0503 © Business & Legal Reports, Inc. 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

18. 31511230/0503 © Business & Legal Reports, Inc. Exit Interviewer’s Checklist Positive aspects of job and company? Negative aspects of job and company? Working conditions? Pay and benefits? Overall rating?

19. 31511230/0503 © Business & Legal Reports, Inc. Exit Interviewer’s Checklist (cont.) Job training? Additional training? Growth opportunities? Performance reviews? Support and feedback?

20. 31511230/0503 © Business & Legal Reports, Inc. Exit Interviewer’s Checklist (cont.) Skills and abilities? Suggestions? Recognition? Recommendation? Ideas for improvement?

21. 31511230/0503 © Business & Legal Reports, Inc. 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?

22. 31511230/0503 © Business & Legal Reports, Inc. 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?

23. 31511230/0503 © Business & Legal Reports, Inc. Employee Exit Interview Questionnaire (cont.) Workplace safe? Workplace clean and sanitary? Tools and equipment adequate? Enough information? Good use of skills, knowledge, and abilities? Effective and useful training?

24. 31511230/0503 © Business & Legal Reports, Inc. Employee Exit Interview Questionnaire (cont.) Adequate opportunities for advancement? Workload about right? Contributions valued? Feelings about job? Recommend company? Suggestions for improvement?

25. 31511230/0503 © Business & Legal Reports, Inc. 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

26. 31511230/0503 © Business & Legal Reports, Inc. 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 False 4.How can you end an exit interview with an expression of goodwill?

27. 31511230/0503 © Business & Legal Reports, Inc. 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

28. 31511230/0503 © Business & Legal Reports, Inc. 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?”

29. 31511230/0503 © Business & Legal Reports, Inc. 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.

30. 31511230/0503 © Business & Legal Reports, Inc. 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.

31. 31511230/0503 © Business & Legal Reports, Inc. Quiz Answers (cont.) 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.

32. 31511230/0503 © Business & Legal Reports, Inc. Quiz Answers (cont.) 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.

33. 31511230/0503 © Business & Legal Reports, Inc. Quiz Answers (cont.) 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.”