Although the procedure for conducting an exit interview may vary between organizations, the process typically involves setting a time for the resigning employee to meet with a member of the human resources department to discuss her reasons for leaving. The human resources representative should explain the purpose of the meeting, take thorough notes and directly ask the employee what she thinks needs to change.
An employee exit interview is a process that allows an employer to gather valuable information from an employee who willfully quits her position, not an attempt to convince her to stay at the company. It is important for the company to inform the employee of this, which allows her to feel at ease during the process and prepare her thoughts ahead of time. The procedure for this type of interview should include an emphasis on documenting the employee's responses, as they allow the company to make changes to increase employee retention in the future.
It is also important that the person conducting the exit interview is not the departing employee's direct supervisor but a neutral third party who can allow the employee to speak freely. The interviewer should ask the employee the reasons she is leaving and discuss with her how the situations came about, making note of any significant contributing facts, parties or policies. The interview should conclude with an opportunity for the employee to make suggestions on what she thinks the company should change in regards to her reasons for leaving.