10 Exit Interview Questions to Ask Employees

Employees have reasons to quit his/her job for example, to get other better job offers, to start his/her own business, and more. At other times, it is due to dissatisfaction with the work environment that does not support their career growth. 

Whether the reasons for resigning are justified or not, companies need to conduct exit interviews to learn about people’s experiences and the feedback they have to offer regarding weaknesses that should be addressed in order to improve the workplace.

In this article, we will dive into the details of exit interviews, covering their purpose, benefits, and examples of questions to ask. Read on to learn more.

What is an Exit Interview?

An exit interview is a process in which a company engages the employee in a discussion with the intent of getting the reasons for the employee’s decision to resign. It also provides the company with an opportunity to collect feedback concerning the specific employee, his or her job description, team, and working environment. Such feedback is useful to the company as it can assist in dealing with the problems that may lead to high turnover rates.

Exit interviews are most often conducted on the last working day of the employee, but it can also be conducted prior to the employee’s departure. It can be done in person, online, or through a questionnaire. It is always easier to get the respondent’s candid opinion through a face-to-face conversation, but some organizations may not have the time for this and therefore, set up a form.

Exit interviews are not compulsory but are conducted by the company’s discretion. For employees, participation is voluntary except where it has been made mandatory by the terms of the contract of employment.

These interviews help companies understand what may be pushing employees to quit because they offer information on the possible factors. If there are patterns, including workload problems or lack of advancement opportunities, the company can change the conditions for current workers, increase satisfaction, and decrease turnover.

An exit interview is not just a procedure of saying goodbye to an employee. It is a chance for the company to gain experience and make the workplace environment more suitable.

When to Conduct an Exit Interview?

Ideally, the exit interview should be conducted on the last working day, or very close to it. Scheduling the interview about a week in advance is a good practice, allowing the employee enough time to prepare their thoughts for a smooth conversation.

The interview session should be carried out by someone who can listen objectively and make the employee feel at ease. Most companies choose an HR representative or a neutral third party to lead the discussion. 

The goal is to encourage open, honest feedback without making the departing employee feel pressured. Having someone neutral makes the conversation more relaxed, helping both sides gain valuable insights.

Before the interview, share the questions or topics in advance. This allows the employee to prepare their responses and feel more comfortable, while also helping the interviewer guide the discussion effectively.

10 Key Exit Interview Questions to Ask

1. Why are you leaving your position/company?
2. What could we have done to retain you?
3. Did you feel valued here/within the company?
4. Would you recommend/refer a friend to our company? Why or why not?
5. Were you comfortable talking with your manager about any concerns?
6. How would you describe (and how do you feel about) our company culture?
7. Were you given helpful feedback and clear objectives?
8. What did we do well?
9. What do you wish was different about this job?
10. How can we improve our training and development program?

How to Use Exit Interview Data Effectively

Exit interviews provide information that can help companies improve and grow. But how exactly should this data be used to make a real difference? Here are some key ways to use the feedback from these interviews effectively:

1. Analyzing trends and patterns in employee feedback

Every employee’s experience is unique, but when multiple people share similar feedback, you need to pay attention to them more. HR should carefully review the exit interview data and look for trends and recurring issues. 

For example, if several employees mention concerns about management style, workload, or company culture, it might be a sign of a deeper issue. 

By spotting these patterns, HR can identify areas that need improvement to enhance the overall employee experience.

According to Bamboo HR, the result of an exit interview can be used for HR to lower employee turnover and its associated costs. 

2. Sharing findings with management and relevant departments

Once the feedback has been analyzed, share these insights with the right people. This includes management, team leaders, and any departments that may be affected by the feedback. 

Transparency is key and sharing this data allows everyone to understand what is working well and where there is room for improvement. 

3. Taking actionable steps to improve based on feedback 

Identifying trends is only the first step. The real change happens when actionable steps are taken based on the feedback received. 

If exit interviews highlight issues like lack of career growth, unclear company policies, or poor training, HR and management can work together to address these concerns. 

This might involve revising company policies, offering better training programs, improving communication, or even giving managers additional leadership training.

Conducting a Successful Exit Interview

To ensure the exit interview session is successful, you can follow the steps below.

1. Ensuring confidentiality and a comfortable environment for honest feedback

Employees are more likely to share honest feedback when they feel secure. Let them know that their responses will be kept confidential and used only to improve the work environment. 

Try to pick a quiet and private place if the session happens face-to-face, or arrange a virtual session where the employee feels comfortable and relaxed. The aim is to encourage an open and honest conversation without making them feel pressured.

2. Avoiding confrontational or defensive responses during the interview

Remember that the exit interview is all about listening. If an employee mentions something negative, do not respond defensively or try to argue your point. Instead, keep an open mind and listen to their concerns. The purpose is to understand their perspective, not to debate or justify company actions.

3. Documenting responses and tracking exit interview data over time

Document the interview responses so you can refer back to them and analyze the feedback over time. Keep records of all exit interviews to spot recurring issues or trends that need attention. This data can help the company make informed decisions and improvements for future employees.

Legal Considerations for Exit Interviews in Malaysia

Conducting exit interviews in Malaysia comes with a few important legal considerations to ensure compliance with local labor laws and to handle sensitive information appropriately.

Respecting privacy and confidentiality

When conducting an exit interview, remember to respect the employee's privacy. Employers must handle personal data according to the Personal Data Protection Act (PDPA) 2010. 

This means that any feedback, complaints, or personal details shared during the interview should be kept confidential and used only for internal improvements. Additionally, inform the employee that their responses will be handled with discretion.

Handling sensitive information or complaints

If an employee raises sensitive issues or complaints during the exit interview, for example, claims of discrimination, harassment, or unfair treatment, the company must address these matters seriously. 

Employers should carefully document any such issues and follow the appropriate procedures to investigate and resolve them. If needed, involve HR specialists or legal advisors to ensure that any action taken is within the bounds of the law.

Compliance with labour laws and fair treatment

The exit interview process must be fair and non-discriminatory. The Malaysian Employment Act 1955 outlines basic rights for employees, and employers should make sure their exit process respects these rights. For instance, employees must be given a fair chance to share their thoughts without fear of retaliation or negative consequences.

Providing the right to decline participation

While exit interviews can provide valuable feedback, remember that they are typically voluntary. Employees have the right to decline participating in the interview without any negative impact on their final employment terms or benefits. Ensuring that the process is genuinely optional helps maintain a respectful and legally sound exit process.

Exit interviews are valuable for improving employee retention and creating a better workplace culture. By understanding why employees leave, companies can identify trends, make necessary changes, and work towards a healthier, more supportive work environment. From gathering honest feedback to spotting issues in policies, exit interviews provide critical insights that can be used to enhance the experience for current and future employees.

For Malaysian employers, integrating exit interviews into the offboarding process as a standard practice can lead to better staff retention and a positive company culture. When done right, exit interviews can be an effective step in making a company a great place to work. 

Things to remember: listening and learning from departing employees is not just about improving turnover rates, but it is about making meaningful improvements to create a more engaging and supportive workplace for everyone.

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