Exit process is another most important part of HR Process..

EXIT PROCESS

Exit process is another most important part of HR Process, where employer may get the true feedback regarding the best part and the loopholes of the HR Process, where they can improve. The main challenge of the HR process depends in retaining the employee for a longer period of time. During this exit process, employees are asked to fill an exit form which is a part of exit interview, where employee are asked few question regarding their switch of job, leaving the current organization and their experience and their feedback. This process is a kind of evaluation done to know the reason for which the employee is parting with the company and the places where HR process can be improved. Here in this section below you can find one sample or template which you can use in your company during exit interview.

·         Exit Interview Process

Exit Interview Process

An exit interview is the most accurate instrument in assessing the issues that drive an employee to leave an organization. It is a powerful tool that allows organizations to gain an understanding as to why people leave – what they liked and what they did not like about their employment with the organization. An exit interview is a voluntary, verbal interview between an employee who´s leaving the organization and the representative of the organization. The interview often takes place one to two days before the employee actually leaves.

From the employer´s perspective, the primary aim of conducting the exit interview is to learn the reasons for the employee´s detachment from the organization¸ on the basis that criticism is a helpful driver for organizational improvement and employment practices.

·     Aims and Outcomes of the Exit Interview

·    •Discover the employee’s reason for leaving.

·   •Give positive attention to the departing employees in order to alleviate possible frustrations and / or negative attitude toward the organization.

     •Allow departing employees to have a voice about what their work experience was like.

·   •Receive valuable feedback from departing employees about compensation, working conditions, management, and the culture of the organization as well as company’s policies and procedures, and work units, productivity, morale, finances, equipment, worker satisfaction and so on.

·  •Explore areas of the departing employee’s most serious concerns, and record details of what they enjoyed most.

·    •Departing employees have an opportunity to transfer knowledge and experience to a successor or replacement; may also brief a team on current projects, issues and contacts.

· •Chance for departing employees to provide valuable insights and constructive feedback, and to leave on a positive note, with good relations and mutual respect.

· •The exit process management is also important for other reasons like avoiding litigation, trade secret protection and potential re-hire.

· •It is a great tool to identify and correct hidden organizational and management problems.

·   •To glean feedback from employees in order to improve aspects of the organization, better retain employees, and reduce turnover.

·         Importance of Exit Interview

·     •The exit interview is a very important part of the employee cycle. They provide an opportunity to 'make peace' with disgruntled employees, who might otherwise leave with bitter intentions. Exit interviews are seen by existing employees as a sign of positive culture. They are regarded as caring and compassionate - a sign that the organization is big enough to expose itself to criticism. Exit interviews accelerate participating managers' understanding and experience of managing people and organizations. Hearing and handling feedback is a powerful development process.

·     •Provide valuable information as to how to improve recruitment and induction of new               employees.

·     • Provide direct indications as to how to improve staff retention.

·    •Help to support an organization's proper HR practices. They are seen as positive and necessary for quality and effective people-management by most professional institutes and accrediting bodies concerned with quality management of people, organizations and service.

·     •The results and analysis of exit interviews provide relevant and useful data directly into training needs analysis and training planning processes.

·   •Sometimes an exit interview provides the chance to retain a valuable employee who would otherwise have left (organizations often accept resignations far too readily without discussion or testing the firmness of feeling - the exit interview provides a final safety net).

·    •A significant proportion of employee leavers will be people that the organization is actually very sorry to leave (despite the post-rationalisation and sour grapes reactions of many senior executives to the departure of their best people). The exit interview therefore provides an excellent source of comment and opportunity relating to management succession planning. Good people leave often because they are denied opportunity to grow and advance. Wherever this is happening organizations need to know about it and respond accordingly.

·   •An excellent catalyst for identifying specific mistakes and improvement opportunities in this vital area of management development and succession.

·         Who should conduct exit interview ?

·      When conducting exit interviews, think carefully about who will be the interviewer. Traditional exit interviews are conducted by someone from the HR department. Over and above the obvious interpersonal and interviewing skills needed, you also need to consider issues of trust and honesty. However to ensure neutrality and confidentiality, the organization can choose to use a computerized survey or outsource the process to a professional agency. The former option has its inherent limitations and is unable to capture softer issues and nuances critical to the process. More and more HR managers are today opting to outsource the Exit Interview process to professional companies who have the skills and trained personal, and band width to conduct exit interviews and deliver qualitative and timely inputs.

·         Methods for conducting Exit Interview

·         1. Face to face Interaction

o    •Capture complex ideas through follow-up questioning and tone indications.

o    •Better communication and understanding.

o    •Probe, clarify and ask for examples.

o    •Structured question order.

o    •Administered by a professional.

·         2. Telephonically Interaction

o    •Probe and capture the answers regarding the questions

o    •Clarify and ask for examples.

o    •Administered by a professional.

·         3. Hard Copy (Paper / Questionnaire)

o    • Record for future reference.

o    • Ensures total anonymity.

Posted in: HR PROFFESIONAL