Pranati
Hr Manager
Papillon
Service
Thesysthink
Project Management, Client Engagement, Revenue
Tania
Student
Raajanand
Student - Mba (hr)
Monica
Od Manager
+1 Other

I am doing my summer project on ANLYSIS OF THE EXIT QUESTIONNAIRES OF EX – EXPLOYEES OF MY COMPANY WHO LEFT THE COMPANY IN THE LAST FINANCIAL YEAR

Now the problem is that it is totally an open ended questionnaire that I need to analyze. There are about 72 employees –of different departments - who left last year. I have typed some samples questions below. Can anyone guide me as to how to analyze it…

Is it fine if I can convert the open ended questions into closed ended ones by making assumptions and then do a normal analysis ….I mean would that be a wrong way of analyzing ….

For example For question 5 below can I put a 5 point scale highly satisfied, satisfied, neutral, dissatisfied , highly dissatisfied- and then analyse it in an excel sheet

I would appreciate if anyone could help me out with this asap coz only after that I can start my project



Employee name. ________________________

1.Reasons for separation (this is an objective type question. So it’s fine. )

Better compensation

Superiors

Less to travel to work

Working environment

Higher education

Any other



2How did you feel about following

Career progress with the company: __________________________________________________ __________________________________________________ ______________

Training and development inputs received

__________________________________________________ __________________________________________________ ______________

HR Policies and systems

__________________________________________________ __________________________________________________ ______________

Compensation policies

__________________________________________________ __________________________________________________ ______________

3. Did you feel following was satisfactorily explained?

Company policies: __________________________________________

Rules and regulations: _______________________________________

4. Did he like the work he was doing?

__________________________________________________ _______

(Sir, Here some have said just yes or no… some have elaborated ….so do I put a yes/no type of question for analysis or do I put a 5 point scale like highly satisfied, satisfied, etc) __________________________________________________ _______

5. How did you feel about the communication within the company?

__________________________________________________ __________________________________________________ ______________

6. Did you get along well with the superiors? How did the superiors handle grievances?

__________________________________________________ __________________________________________________ ______________

7 any suggestions to improve:

__________________________________________________ __________________________________________________ ______________

__________________________________________________ __________________________________________________ ______________

__________________________________________________ __________________________________________________ ______________
From India,

You can try to categorise the comments for every question and say you have 5 categories for Q2 then use usual stats to analyse eg 5 respondents for category 1, 20 respondents for category 2 etc.
Open ended is definitely more work but richer info gathered.
Just a suggestion.
From Malaysia, Kajang
thanx for the suggestion so are you saying that its right to convert open ended to closed ended ques
From India,
you need to go through the answers and then try to define it cause i might be a sort of person who is easily satisfied while you may neede more inputs to stay satisfied...instead use the open ended answers to find key words and then do the analysis accordingly.
From India, Mumbai
Well, actually its trying to make the open ended responses into statistics for analysis. But once you've analysed - say Q3's highest dissatisfaction is in area of category 2, you can dig back into the qualitative info to undersand what's the problem.
Don't know if its valid but its what we do! Good luck!
From Malaysia, Kajang
:D Hi Tania.

The 'Scale' you are using is a 'Likert' Rating system : e.g. Highly Satisfied, Satisfied etc .. to Highly Dissatisfied which can be further scaled. I am just sharing my experience and stating the relevant portions which you can correlate .. though my perspective was on 'Suggesting a better system' rather than analysis, I think you may proceed as under ..

:idea: As per Likert Rating Scale 5 possible answers (Responses) are there: Highly Satisfied, Satisfied, Neutral, Dissatisfied, Highly Dissatisfied., this you can change into 3, 4 or 7 point rating scale. To do this (I did it), assign Scores to 5 point responses, e.g. 0 for Highly Dissatisfied and similarly .. 4 for Highly Satisfied .. its useful to have a quantitative measure to switch or to further scale another rating system. Once you do it, use Attriburte Measure : Total Score obtained by all Ex-employees / Total possible Score .. to keep it simple - higher the score, better the rating. Now, if you have marginal scores like 0.57 or say 0.48 or 0.6, just compliment the analysis with your qualitative data. As these are Human Perceptions, strict quality control or cross sectional analysis is not possible. If you are switching from 5 point to 2 point scale, it would be easier. Vice versa you will have to depend more on qualitative data to translate 2 point scale to 5 point scale ..

:arrow: That is to say .. I think .. if you concentrate on End Product of that Analysis I hope you will be able to find a good solution. If you are unsure, make these seperate lists: What is to be done/ improved, What Data is required, From which data analysis is to be made .. and you can identify certain Areas in which you can take individual Attribute scores, e.g. Quality of Work Life, Communication, Decision Taking and Leadership, Internal Customer Focus, Compensation & benefits, Ethical values etc .. this will give a more comprehensive picture of exit scenario and may suggest certain areas in which improvement are necessary to retain talents !

:idea: My work was a bit different from yours in which Exit Process improvement was a small area .. also it was for Managemet Cadre in an Iron & Steel Industry .. I hope this work to be of some use !

8) You can do a synthesis of various alternate methods, take the best elements and prepare your own reasoning system ..

Wishing you a very best of luck .. :D

Regadrs,

thesysthink
From India, Pune
thanx all u people for the suggesstions .
i have divided the entire lot of 75 questionnaires into 7 departments.
now i analysed 1 departmant of abt 20 ex-employees and was successful in finding out a common factor for attrition in that department .
now the problem is that in another dept consisting of only 16 people who left last year ,wen i went to analyse , each person has a different reason for leaving the org. for eg some hv personal probs, some carer , some compensation , etc. due to this i would be able to say that attrition here is due to a specific prob.
so it is better that i dont do department wise at all and do it a one org as a whole .
From India,
try out using dummy tables , that is use the excel sheet in figuring out and cross tabulating 2 factors . for example age of the employee in x axis and another relavent factor in the y axis , do it for many factors which r esssential to be analysed
raaj
From India, Hyderabad
thanx thesysthink .
that was real sood insight thankyou very much.
have you heard of SPSS software . iit a software used for analysis. if anyone can forward a linf to downoad spss to it will be great
thanx
From India,
:D Dear Tania,

Unfortunately SPSS cannot be legally downloaded from ANY website (you need to purchase a license) ..

What I suggest is use the 'Data Analysis' Solver packs in Microsoft Excel. Hopefully you won't require complex multivariate models, most Parametric stats can be tackled by Excel .. it needs to be installed seperately if you cannot see it in Excel now ...

The Solver is usually found in the same Installation CD from which the MS Office is installed .. just discuss it with your system admin .. if you are using version 2000 or higher it should be no prob for Installation.

Alternately there is MSTAT Package .. only prob is that its a very old DOS based application that reads data from Floppy Drive directly .. this is a pretty common utility which is handy to use. I have used SPSS 2 years ago .. lost touch a bit. There are Statistica / STATCAT, but in my opinion they are to be used only if you are planing to use Mathematical prog./ Opsearch tech.'s in your project ..

Best of luck ! :D

Regards,

thesysthink
From India, Pune
hi,
i am also doing my summer training presently n i too have to analyse the questionnaires...its always better to have close ended questions as it is much more simpler to analyse them...not only this, you may get prompt replies by employing this method as people dont find it to b a wastage of much time.
jyoti
From India, Jaipur
If a current employee asks former employees why they left, I suspect the answers will be less than candid. If employers are serious about doing post exit interviews, they need to hire a company that knows how to do it effectively. Anonymity is crucial.
From United States, Chelsea
Hi Tania,
you can convert and try to fit all the questions on a five scale rating. Instead of leaving a blank space below each Q, u can put those responses on ur scale.
At the end of the questionnaire, you can provide blank space for making suggestions.
I think u will get the right info. from this.
regards
sneha

:D Hi !

Dear Bob, you are right .. in many Indian Corporations (except for a few one), people hardly care about Exit as there is always excessive supply of manpower than demand .. and its more like a Ritual than genuine effort for process improvement ..

To keep anonymity and encourage true feedback, can one be given access to anonymous organizational Email (to keep Identity undisclosed) .. this may work. In my project, I suggested to provide the departing employee a postage-paid envelop with a small form which he / she can fill in and drop in after joining in the new organization .. points of comparison were : (The theme) I joined for More - Salary / Freedom / Autonomy / Growth Prospects / etc.

Second part was informal Grievance counselling, so that departing employee keeps a good name of the corporation ... so in my opinion there are few more things that should be done simultaneously with data based research for process improvements ..

Fortunately there are growing concern in Indian Organizations regarding Exit Interviews, and it is gradually being taken seriously for Retention of talents.

Regards,

Thesysthink
From India, Pune
:D Hi !
You can use the attached simple tool in your Exit Interview benchmarking process. If you get the Comparative Scores of two Organizations, you may know the Areas in which your Organization needs improvement ..
The data may be obtained either by Email or Pre-paid Envelop Mailer ..
Prerequistie : Data Format Numeric only - in the range 1 to 5.
Data for both the Organization is required for valid Results ..
:D Just a suggestion .. let me know if it could be of help,
Regards,
Thesysthink
From India, Pune

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Hello Thesysthink:

>Dear Bob, you are right<

Thanks.

>in many Indian Corporations...people hardly care about Exit as there is always excessive supply of manpower than demand .. and its more like a Ritual than genuine effort for process improvement ..<

It is the same in the US, executives seldom know what to do with the contradictory information they receive from departing employees.

>To keep anonymity and encourage true feedback, can one be given access to anonymous organizational Email (to keep Identity undisclosed) .. this may work.<

If I were a former employee, I would respond to survey from a company email address.

>In my project, I suggested to provide the departing employee a postage-paid envelop with a small form which he / she can fill in and drop in after joining in the new organization .. points of comparison were : (The theme) I joined for More - Salary / Freedom / Autonomy / Growth Prospects / etc. <

A smart former employee will say nothing but nice things about their former employer.

>Second part was informal Grievance counselling, so that departing employee keeps a good name of the corporation ... so in my opinion there are few more things that should be done simultaneously with data based research for process improvements .. <

If employers actually cared about their employees, they would not need to ask former employees about their experiences, they would already know.

>Fortunately there are growing concern in Indian Organizations regarding Exit Interviews, and it is gradually being taken seriously for Retention of talents.<

Exit interviews collect data from people who are not being retained. Be very careful, since that data can lead the employer in the wrong direction.
From United States, Chelsea
Recently around 50 employees from my organisation left. This is unprecedented & hence exit interviews were held. I had talk with several departing colleagues. The main theme was they wont give candid feedback & let bygones be bygones. They did not want any hassles in getting the dues. A candid feedback may have delayed the dues from organisation. Exit interview will be successful only when the company is willing to listen to employees. If there is no faith in the process every effort will look like ritual.
From India, Mumbai
HI
It is better u convert open end question into close end question and then lay out likert scale to prepare graph on excel but when converting open ended question into close ended question includes uncertain values and hence result obtained may not give you accurate picture which need to specified in your project.
As well you can keep question open ended it self and then draw graph which gives you the details what employee mean to say where as again it is difficult prepare result column.
Regards,
Soumya.Sudhindra
From India, Bangalore
:D Dear Bob,

Those were my experiences with an Iron and Steel Company (Its ISO 14001 Co.) which was doing Entire Corporate Restructuring in terms of HRD .. in that connection I was told to analyze 156 strategic level managers' Exit data .. HR Dept. was almost convinced that Exit Data was nothing but a box of garbage .. The Exit Process Analysis was actually frindge area of my project (Core project was on Organizational Health Analysis, (not exactly a climate survey)) ..

I happened to read something about Model based Estimation and Forecasting, and worked on a Statistical model for them, It worked .. I got a list of around 40 issues that needed immediate action from the HR .. By "Retention" I meant to say "Not to repeat the mistakes because of which we lost employees" ..

And, there are certain issues which may hold true in India and may not in the US (and Vice versa) because of cultural impacts on employee psychology .. The idea worked in the Indian organization, however I know its difficult to generalize all the cases ..

However .. what I truly believe is .. Employee do not leave organization, they tend to leave their immediate superior .. (i.e., they do not change profession, they change their bosses. This is just my experience, not verified using any survey data ... ) :D

Thank you for the reply ..

Regards,

thesysthink
From India, Pune
As long as you are learning skills that are transferrable across organisations,preferably across different sectors people will stay. Once they aquire those skills and salary is better in other organisation they will leave.
Boss is part of package that comes with job, but his share in staying isn't much.' I like my boss so I am in the job' doesn't sound convincing
Regards
Papillon
From India, Mumbai
Hi Tania and everyone , Well i have a similar project and would love it if someone could help me with that. Tania how did u finally go about the project? Hope to hear from you soon.
From India, New Delhi
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