Wary of today’s uncertain economy, many employers are cutting their workforces, and many employees who think they could be laid off next are jumping ship for new jobs. Last month, we focused on the legal and personnel issues that employers should address when planning and carrying out layoffs. This month, we’ve put together a comprehensive checklist you can use to help you identify the issues you will need to raise in exit interviews with departing employees, whether they’re leaving your company voluntarily or involuntarily.
When handled properly, exit interviews can help you achieve important goals. You can use them to recover confidential documents in an employee’s possession or to remind departing employees of their duty not to disclose your trade secrets. You can also learn about the worker’s new employment and determine if it poses a threat to your trade secrets or find out why the employee took a new job. Exit interviews are also an opportunity to cover outstanding issues or concerns regarding employment references, compensation, insurance, benefits or retirement plans.
Using the following checklist can help you prepare for the employee’s departure and ensure that you don’t forget to cover anything important in the interview. But be sure to also consider whether there are other issues specific to your company that you should address in exit interviews. Taking the time to tailor a written checklist to your needs can help you get the most out of your exit interviews.
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Exit Interview Planning Checklist
References
- What, if any, references will be given to future employers who contact you? What is your company’s policy on furnishing references?
- Did this employee resign or was he or she terminated? Was the employee given the option to resign?
Services
- What, if any, services will be provided to this person after he or she leaves? Some options include formal outplacement programs, counseling, help with resume preparation, instruction on interviewing and job search techniques, and secretarial services.
- How will these services be provided and will they be available for a specific length of time or until the employee finds a new job?
Compensation And Finances
- What compensation questions need to be addressed? Consider severance amount, salary owed, bonuses earned, commissions earned, accrued vacation, and unused personal days and sick leave.
- Are any expense reports outstanding? How should they be submitted if the employee is to leave the company immediately?
- If the person is under an employment contract, how will it be satisfied?
- Is this employee eligible for unemployment insurance?
Retirement And Pension Plans
- What arrangements must be made to resolve retirement and pension plan issues? These concern the vesting of pension benefits, the retirement program, Social Security benefits, thrift and savings plan funds, stock options, profit sharing and extended loans and credit.
Benefits
- What are your company’s policies for continuing insurance programs—including life, health or other insurance—for the employee and his or her dependents?
- Are there outstanding issues regarding an employee’s relocation? These could include the following topics: Are any payments owed to the person? Are funds from bridge loans owed to the organization? Are mortgage differential payments in effect? If this person was recently relocated, will you move him or her back?
- What policies govern the continuation, transferral or termination of the following types of perquisites: tuition aid for the employee for courses in progress, scholarship continuation for the employee’s children, financial and tax planning services, organization-owned automobiles, club memberships, subscriptions and professional association dues.
Company Property And Security
- Are there items that must be turned in before the employee can leave, such as credit cards, identification cards, keys and equipment?
- Does this person need to be reminded of organization policy on noncompete agreements or intellectual property? Does the employee have any confidential documents or other materials that must be returned?
- Are there patent, royalty or invention rights issues in connection with this person’s employment?
- Are there security or computer passwords that must be changed?
Ongoing Work Issues
- Are there special issues that arise from this person’s position or work? Some examples include replacements for this employee on committees or project staffs; corporate records and forms on which this person is the signatory; incomplete projects that must be finished; reports that are required; and briefings on continuing projects.