Learn from every departure before they walk out

Book a private 30-45 minute meeting before the employee's last day. Make it clear this is a confidential conversation to gather straight feedback. Pick a neutral location - not their manager's office. Send a calendar invite with a brief agenda so they can prepare their thoughts.

Start with the big question: why are they leaving? Listen without getting defensive. Ask follow-up questions to understand the real reasons - the first answer is rarely the whole story. Career growth? Compensation? Management? Culture? Document their actual words, not your interpretation.

Dig into their day-to-day experience. Did they have what they needed to do their job? How was their relationship with their manager? Were expectations clear? People leave managers more than companies - this feedback is gold for improving retention. Create a safe space for real answers.

Ask what they liked and what frustrated them about working here. Culture, benefits, growth opportunities, communication - get specific. What would they change if they could? This is your chance to hear things people are too polite to say while employed. Take notes - patterns across exit interviews reveal systemic issues.

Walk through the practical stuff: final paycheck timing, benefits continuation (COBRA), unused PTO payout, 401k rollover options, reference policy. Collect company property - laptop, badge, keys, parking pass. Remind them about any non-compete or confidentiality agreements still in effect. Get their personal contact info for any follow-up questions.

Write up the key themes while they're fresh. What did you learn about retention risks? Manager effectiveness? Culture issues? Share relevant feedback (anonymized if needed) with HR leadership and the employee's manager. The exit interview is only worth doing if the insights lead to action. Track trends across departures to spot patterns.