How Can I Approach an Employee About Their Resignation to Improve Retention?

Understanding Employee Resignation

I have 1 year of experience in the HR domain. Currently, I am with one of the leading engineering services companies with over 350 employees. One of my employees has resigned from his position and is willing to serve the notice period as per the contract. My boss has assigned me the task of understanding the reasons behind his resignation. Can you guide me on how to initiate a discussion with the resigned employee and what parameters I can discuss with him for retention or current process improvement?

Please guide me on this.

Thanks and Regards,
Anil

I suggest that you should conduct exit interviews with employees at the time of their departure.

Regards,
Charly

First, you should seek clarification from your boss on whether you need to retain the employee or not. If not, then relieve him. If you do require his services for an extended period, inquire about his reasons for seeking opportunities elsewhere. It is essential to understand the offerings of other organizations and the amenities you provide to your employees. Guide him effectively regarding his career and assist him in planning it better. Discuss the challenges he is facing in his current role and try to resolve them promptly or in the near future. This approach will help you in retaining your employees.

Regards,
Muralidhar.

You can use the attached Exit Questionnaire format.

Regards,

Let me add my views here. I have handled HR for over two decades and headed the function for a decade and more. Please remember that no sane person will reveal his next company where he intends to join until he reports there for duty. He may confide the name of the new organization to a very select few like his immediate family members. I know several colleagues of mine, with whom I used to maintain personal/family relationships, who have said, "I have two or three offers and have not yet decided." Therefore, any exit interview is a perfunctory, routine task for the purpose of statistics. It is just an exercise in futility.

Reasons Behind Employee Resignation

There is an old saying, "Employees do not leave the organization, but their Managers." If the employee is leaving the job due to work pressure, harassment, etc., the real reasons for a person leaving the job will not be revealed in the Exit Interview. Furthermore, he would not like to leave the organization and antagonize colleagues. Maybe after a few months, he may reveal information about his new destination, the reasons for leaving, etc.