Shred Your Exit Interview Paper Form, Here’s a Better Way To Do It

Manish Nepal

December 19th, 2017 Employee Offboarding  

The year is 2017, and upgrading your exit interview form to a better platform is long overdue.

Since eons, HR managers all across the world have been using the traditional exit interview templates, and they are really not helping to move things forward. Don’t get us wrong – exit interviews are of paramount importance and they create a great feedback opportunity for your organization to reduce the of high rate of employee turnover. But you need to equip yourself with better tools to make the most out of such a valuable feedback loop.

Paper-Based Exit Interview Forms Are Doomed

The primitive way of running exit interviews on paper forms aren’t really cutting it when it comes to process efficiency. Like everything else in the business world, the exit interview templates need a facelift and a finer way to handle the interview process. Identifying and applying the right software to overcome the process hiccups is the best way to start.

But first, let’s discuss the cons of exit interview templates that are handled on paper. Any data collected through manual steps moves slow, is costly, and far from collaborative. Paper-based exit interview templates also tend be long and convoluted, which only add to the complexities.

On a broader scale, organizations fail terribly at conducting exit interviews because they don’t appreciate the value it delivers. They just carry it out because they are supposed to – just another HR protocol to follow before the employee walks out of their doors. They simply go online and print off a generic-looking sample exit interview form template to use as their own. Pulling off a sample exit interview form not only limits your options to tailor the interview model to suit your organization’s culture but also kills the purpose of collecting valuable data.

And as if it were not enough, the majority of employees dread exit interviews and try to rush through them because they don’t find it helpful for them, both personally or professionally.

In many workplaces that carry out interpersonal exit interviews, people are not very honest about voicing their concerns they experienced throughout their stay. So they just tend to gloss over the negatives and wax eloquent about their positive experience. Trying to do it over the phone is even worse because of logistical issues. And once you bid farewell to an employee, it usually becomes a challenge for you to get in touch with them, let alone trying them to give an interview.

But if workplaces designed an exit interview form template to be a mutually fulfilling experience, things might change – even deserting employees will give their best responses. If you automate the employee exit process, you can plan things better and allow enough time for employees to articulate their responses.

You can run everything digitally such as over email, survey forms, on workflow automation dashboards, etc. Once the process has hefty data, you can use the automation tool to glean the insights it holds for the HR department. You can design the interview process to be anonymous and mixed with other people’s responses, if that helps in encouraging them to be upfront about giving feedback.

Here’s How To Modernize the Exit Interview Form

You can start by phrasing your exit interview questions to be more specific and more oriented towards finding out the most common reasons why employees leave. The information gathered from an employee offboarding process should factor in as a necessary strategy for all future hiring.

Here are a few more pointers to consider in order to make your exit interviews smoother:

  • Revise the current employee exit interview form. If it’s been used for multiple years without change, chances are that it no longer corresponds to corporate realities.
  • Collect and compare different types of employee exit interview forms to see which fits best for your company.
  • Eliminate all kinds of paperwork from exit interview form. Take the interview process to a digital platform, automate it, and make it convenient for everyone.
  • Keep your employee exit interview form simple and consistent. Analyzing the interview responses will yield better results if there is a consistent pattern to the dataset.

Exit Interview Form Template Automation: Is It the Right Way To Go?

A digital, automated employee exit interview template makes a lot of sense for all organizations, regardless of their size or industry type.

In fact, modern apps allow for the automation of many aspects of the exit process. An automated employee exit interview template app allows you to sync information across departments and enable actions once employees leave the company, such as removing them from the payroll database or disabling their user access and from email and other company portals.

Automation makes exit interviews simple, more efficient, and more value-driven towards the results you expect from them. Exit interviews have earned a bad rep not because they instigate a harrowing experience, but because of the ways in which they are carried out.

Once you get rid of the pen and paper approach and move on to automation, you will discover the massive potential that employee offboarding interviews hold.