Playbook Example
Exit Interview
Every HR team needs a standard exit interview process. So here's one that is fairly concise.
Notice the feedback that was provided by the Sanity Check... Comments that request more detail to help avoid questions down the road. Once those areas are corrected (you'll notice one issue has already been resolved if you click on "History"), this documentation will be super clear to the rest of the HR team.
Input:
This example playbook was created from this verbal description of the process:
Output:
The resulting playbook for this example is below.
You can explore the various features by clicking on the "edit", "feedback", and "history" buttons.
Exit Interview
This procedure outlines the steps to conduct an effective exit interview with departing employees in order to gather feedback, discuss logistics, and end the employment relationship on a positive note.
Step 1: Schedule Interview
Arrange the exit interview for a date close to, but not on, the employee's last working day to allow for potential follow-up.
Step 2: Review History
Before the interview, review the departing employee's work history, including achievements, accolades, and any previous feedback from managers.
Step 3: Prepare Questions
Download the standardized set of questions from the company's share drive to ensure consistency in the interviews.
Step 4: Select Interviewer
Choose an HR representative who is not directly involved in the employee's daily tasks to conduct an unbiased interview.
Step 5: Ensure Privacy
Conduct the exit interview in a private office or conference room to make the departing employee feel comfortable discussing their thoughts.
Step 6: Ask Openly
Use open-ended questions from the standardized list to elicit candid thoughts and feelings about the company and areas for improvement. Feel free to ask follow-up or clarifying questions as well.
Step 7: Listen and Note
Practice active listening and take detailed notes during the interview to accurately capture the employee's feedback.
Step 8: Discuss Logistics
Go over logistical details such as the return of company property, final paycheck, benefits termination date, and remind them of any post-employment obligations like NDAs.
Step 9: Express Gratitude
Thank the departing employee for their contributions, addressing any last-minute concerns, aiming to conclude the employment relationship amicably.
Step 10: Share Feedback
Document the interview feedback and share it with the relevant team to discuss and learn from it, identifying any patterns among recently departed employees.
Step 11: Allow Follow-up
Leave an extra day after the interview for any additional follow-up that may be necessary, anticipating that the employee’s final workday might end early.
General Notes
Standard Questions
Ensure that the set of standard questions is updated and accessible on the company's share drive.
Feedback Analysis
Regularly analyze exit interview feedback to identify systemic issues or trends that the company can address to improve the work environment.
Documentation
Keep detailed records of each exit interview to support the decision-making process and HR policies.
Playbook Example
The above example lets you see the editing, change tracking, and sanity checking functionality, while a regular shared playbook would be restricted to read-only. To get rid of this example's commentary, you can also just view this playbook.
This is just one example of the many types of documentation that can be written by PlaybookWriter. Here are a few other relevant (or maybe not relevant) examples:
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