Comprehensive Guide to Exit Interview Analysis and Employee Attrition Data Collection

Hi Members,

Could anyone share information on the preparation of a report that summarizes the data collected after conducting the exit interview? This report would be given to senior management in cases where the employee prefers not to have their answers visible to top management. I am desperately seeking this report! Please do reply.

Hi,
I don't have the exact format with me, but I can give you an idea about the same. The details are as follows:
1. Employee's complete information
2. His experience with the company
3. Experience with seniors
4. Experience with juniors
5. Reason for leaving the organization
6. Willingness to inform about the next assignment
7. In the future, if given a chance, would like to join again.

I hope this information will help you.

Regards,
Amit Seth.

Thank you, Amit, for the information. However, this is not what I am looking for. These are the questions that the employee would answer. I am looking for a report that I would prepare. You can call this a summary. Below is what I have prepared, but I don't think it's appropriate.

Dear Vibgyor,

The thing you have mentioned is almost similar to what I suggested. The only additional things you have added are:

- Can he be retained?
- What are the suggestions to retain him?

That's a good point you have added. From my perspective, the format you have prepared is almost correct. However, there are some mistakes:

Would the candidate join the company in the future?

You have also missed including the complete information of the employee. Please include the E-Code, DOJ, and DOR as well. This is important for identification purposes as there may be multiple persons with the same name.

I have corrected the mistake in red color.

Regards,
Amit Seth.

Dear Vibgyor,

For your Exit Interview Report, align the data you have collected from the associates under different categories. Do analysis with the categories and make possible correlations. Now, with the available values, you can create the Executive Summary Report of Attritions. For example, correlations like Designation vs. Reasons for Leaving the Organizations, etc.

Thank you.

Dear,

I am doing my Ph.D. in retention, and I have to conduct exit interviews. My questionnaire is ready, but I would like to know how you conducted it. Please let me know how you collected the database. I want the data from ITES companies. Please tell me if you know somebody who can help with that. Kindly help.

My email id is sudhanarasi_220673@yahoo.co.in.

Thanking you,

Regards,

Mrs. S. Sudhanarasimhan :) :)

Hi,

I think all the suggestions given were extremely good. I would just like to add that you need to be absolutely clear about the objective in presenting this data to the senior management. Are they looking primarily at the stats of the attrition in the organization or are they already aware of the same and focusing more on the retention strategies?

This would enable you to make the presentation answering directly to what they are looking for. For instance, if it is the former case, then you should perhaps focus more on number crunching - generate slides as per the attrition percentage level-wise, performers-wise (how many high performers have left the org vis-a-vis the non-performers, group-wise, etc.). But if it is the latter, then this information can be used only as an introduction to the presentation (maybe a slide to show what they are there for) but the focus should be on what are the necessary steps that you would be taking on retaining the employees.

Usually, the retention strategies that are thought about are actually a result of the exit interviews taken - I am sure that in your exit interview, you do ask the employee about his reason for leaving - you could introduce the topic of retention strategies based on the number of people who have mentioned, say, a higher compensation as a reason for leaving, or issues with seniors (if that is a major concern).

You could perhaps delve into the analysis as to what can be done about the pay scales or hierarchy in the organization (depending on what the exit employees have answered).

However, from my personal experience, I think only suggestions should be given in the presentation. You should leave the actual decision-making to the management and EXPRESS that too in the presentation. If you keep repeating your point, then it might help in them registering what you think, but it also might be taken as an infringement on their actual authority.

Hope my tips help you! Good luck!

Regards

Dear Member,

What I do for my company is collect the data (e.g., 25 exit interview forms) and analyze it question by question. For example, the respondents of question 1 were asked, "What was the primary reason for your resignation?" The options provided were:

a) Got a better opportunity elsewhere
b) Relationship problems (peer-to-peer, supervisor relationship)
c) No growth prospects in this organization
d) Because of salary and incentives
e) If any other reason, please specify

After gathering the responses, I analyze them. For instance, 25% of the respondents mentioned they left for better opportunities elsewhere, while 60% cited salary and incentives as the reason for their resignation. I then create visual presentations such as charts and graphs.

Next, I categorize the answers into groups based on themes such as job dissatisfaction, salary incentives, and relationships. I compile these findings to prepare the final result and create a presentation to deliver the results.

Best regards,
Shweta

Yes, I work with Excel sheets. I handle the data entry for each form by writing questions in a column, leaving space for answers, and then entering the responses of each respondent row by row. I calculate their responses using the sum function in Excel and then determine their percentage using the average function. I create charts using the chart wizard. You will need to explain the results yourself.

I have attached an Excel sheet to this email. Please take a look at it to get some ideas.

Shweta

What I do for my organization and also to present the data to the Senior Management is that I go by quarter end. So, at the end of each quarter, I collect the data and analyze it on a few parameters:

1. Reason for leaving
2. Length of time the individual has been with the organization
3. Level of the individual who has resigned - to see which level employees are resigning the most
4. Month-wise attrition
5. Type of separation (resignation, termination, absconding)

If we have this data, the management will be able to work on good retention measures, as salary is not always the sole criterion for leaving a job.

Cordially,
Preet

Vibgyor,

Here is the form that I use. We have our company logo at the top, which of course, I have removed in this attachment. So you could have those changes.

Cordially,
Preet

Hi,

You can make a report that includes the following:
1) Reasons for leaving the organization.
2) What attracted him to his new job?
3) His achievements at your company.
4) His comments about the work environment/the support he received from his colleagues/seniors.
5) Suggestions towards the improvement of his department/branch.

Regards,
Minal :P

Dear Vibgyor,

You asked about how to analyze the data. I shall explain what I do with exit interviews.

I have designed an exit interview form for my organization; wherein on the last day or one day before, I plan a meeting with the resigned employee and ask him to fill out the exit form in the conference room.

Once he/she completes that, start with a general discussion because no employee will directly open up to tell you the truth and facts about his job, organization, or boss. Firstly, appreciate his contribution during his tenure, express words of thanks towards his achievements, and then tactfully ask questions about the reasons for leaving. You need to create trust first; once the employee feels you are trustworthy, only then will he reveal the facts.

Gather those small points in your notebook.

Then, scan the exit form and analyze the data in points as follows:

1) Main reasons for leaving.

2) Facts you found in the discussion.

3) Summary of the exit interview.

4) Important feedback on which you can concentrate or take proactive action with a solution.

Regards,

Mona

Hi Shweta,

Same as Vibgyor, I am also keen to know how to analyze the data. Please share this information in the forum so that everyone can gain a better understanding.

Thanks,
Bibhutosh

Exit Interview Report

Thank you for taking the time to participate in the exit interview. Your feedback is valuable to us and will help us improve our organization's processes and culture.

During the interview, we discussed your reasons for leaving, your overall experience at the company, and any suggestions you have for us moving forward. Your input is essential to us, and we appreciate your honesty and candor.

We will carefully review the information you provided and take actionable steps to address any concerns or areas for improvement that you highlighted. Your insights will guide us in making meaningful changes to enhance the employee experience for current and future employees.

If you have any additional feedback or thoughts you would like to share with us, please feel free to reach out at any time. Your input is always welcome, and we are committed to creating a positive work environment for all employees.

Thank you once again for your participation in the exit interview. We wish you all the best in your future endeavors.

Best regards,
[Your Name]
HR Department

Name of the employee who gave the suggestion/feedback should never be exposed. In a course of, say, 3 months, prepare a report stating that out of the 10 people who left:
- 3 felt that the salary is not competitive,
- 1 felt that he/she is overqualified,
- 2 left for overseas employment,
- 4 felt that the superior is blocking their growth.

Exposing the name of the employee will raise doubts among existing employees about providing feedback.

Regards,
Ashwini

Hi Ashwani,

Thank you for the correction, but I asked my senior to conduct exit interviews every 4 months. However, he did not agree; he said to conduct them only for those who are leaving. In that case, even if I don't write the name, the management may still find out. Please let me know if I am wrong somewhere. Also, let me know what we call the interview that is conducted after 6 months or 4 months. Because the term "exit interview" implies that it is taken at the time of exit. Don't you think the name of the interview should be something else, even though the purpose of both is the same?

Pardon me all the viewers since I was in a hurry, I made several grammatical mistakes and even spelling mistakes. Kindly excuse me for that.

Don't worry. We are all HR professionals, not English grammar school teachers. We all believe in appreciation, recognition, support, etc.

Shweta

I meant to say only a report on the Exit Interview should be produced for Management every 3 months. However, each person leaving should be interviewed individually. Only the top management or your boss should be aware of the name of the person providing feedback, and confidentiality should be maintained.

Ashwini

Hi,

Have you defined the objective and what you intend to achieve? Please do not proceed unless the exit interview analysis is going to be accepted by your management and an action item is linked to that.

Regards,
Pramod

Hi Friend,

Please find attached the Exit Interview form that I have prepared for the company.

Regards,
Rachna Sinha

Hi Rachna,

I was going through your questionnaire and I found one question incorrect, so I just wanted to guide you on that.

Instead of asking this question:
1. Do you have any job?

Please provide them with an open option like:
Reasons for Leaving.
a) Relocation
b) Family Illness
c) More Pay
d) End of Assignment
e) Retirement
f) Further Education
g) Others:

Thank you

Hi Friend,

Thank you so much for guiding me. I will add the question that you have indicated. In fact, this will help to analyze the reasons for an employee leaving in a more open way and to review the benefits plans accordingly! :D :) :wink:

Regards,
Rachna Sinha

Hi Friends,

I am working on my MBA project on the effectiveness of the exit interview. However, I don't have any idea about how to make the final analysis of the exit interview report. Please help me in this regard. I am waiting for this on an urgent basis.

Thanks,
Anita