Do you need help with creating an exit survey? We are here to help! This step-by-step guide on creating an exit survey in Retainify will show you how to effectively and efficiently create your exit survey from start to finish. We also included several tips and tricks along the way.


Step 1. Why you should conduct exit surveys?

Before we create our exit blueprint, let's understand the importance of conducting exit surveys. I have a question for you, are you utilizing exit surveys in your organization at the moment? If not, we highly recommend you to conduct exit surveys, and here are some facts and statistics that we wanted to share with you to encourage you and your company to start conducting exit surveys if you haven’t already.

According to Work Institute, “78% of the reasons employees quit could have been prevented by the employer” (Mahan et al., 2020). In other words, 3 in 4 employee turnovers could have been prevented (Mahan et al., 2020).

A Microsoft survey with at least 30,000 employees worldwide illustrates that in 2021, 41% of workers were thinking about quitting their jobs or changing their professions (Morgan, 2021). The Great Resignation is here and according to the U.S. Bureau of Labor Statistics, the number of Americans who quit their jobs last year in August was 4.3 million (Grantham-Philips, 2021).

It takes money and a lengthy process to hire and train the right candidate (Kappel, 2017). At times, companies with high employee turnover would spend 2x of that employee’s salary because of recruitment, hiring, and training costs to find someone new (Indeed). When a company loses its employees, the morale of the team falters, which lowers productivity and performance (Christiansen, 2019). For the employees who are still working, many may face burnout (Garton, 2017).

Creating a great offboarding program is just as important as creating a great onboarding program. When you implement a great offboarding program you can turn your departing employees into alumni, which can increase your referral pipeline and reduce the cost of hire. They can also become your customers, brand ambassadors, boomerang employees, mentors, and suppliers.

Exit interviews, whether through face-to-face conversations, or surveys “can catalyze leaders’ listening skills, reveal what does or doesn’t work inside the organization, highlight hidden challenges and opportunities, and generate essential competitive intelligence” (Spain & Groysberg, 2016).

The truth is that there are different reasons why employees quit in a company, and there is no one size fits all answer. This is why conducting exit interviews, such as through surveys is essential to understanding why employees are leaving your company. If you see a pattern of employees leaving because of the lack of learning and development opportunities in the company, you can use that information to make changes, like providing more career development opportunities or resources to your existing employees.

Conducting exit interviews to collect and analyze real-time exit feedback data over time allows you to identify turnover reasons and trends. Many employees are willing to disclose their new offer details, and this allows employers to get real-time salary and total compensation benchmarking data. Exit interviews help employers understand why their employee is leaving and make the necessary changes. Many organizations do not conduct exit interviews, while some do, but don’t analyze their data (Spain & Groysberg, 2016). Through our system, we make it easier for you to view your data with the help of our dashboard and tagging system.


Step 2. Create your exit survey blueprint:

Before going directly into our Retainify system, we recommend compiling your list of questions, question types, answers, and tags into Excel or Google Sheets to maximize your efficiency. Creating an exit blueprint allows you to review and finalize your questions with your internal stakeholders before building your survey. We have made a template that you can use and download to compile a list of questions that caters specifically to you and your company.

For question types, we have configured the types of questions that are available through our Retainify system. For the first tags, you must pick between new hire, engagement, and exit (whichever one appiles to your question). These tags are a part of your employee lifecycle. Tag #2 is a grouping of your questions by categories. For instance, boomerang employees, or my job, and these tags can be a tag that is already in our system, or you can create a tag that is specific to your company, such as Thrive Exit Program.


Step 3. Create a tag:

  1. Click on Tags located in the left panel.

  2. Search up the tag that you want to include to ensure it is not already in our system.

  3. Click on + New Tag button located on the top right of the application.

  4. Enter a tag Title.

  5. Click Save.


Step 3.1. Create a question:

  1. Click on Questions located in the left panel.

  2. Search up the question that you want to include to ensure it is not already in our system and that the question aligns with your survey through the tag.

  3. Click on + New Question button located in the top right.

  4. Select a Question Type.

  5. Configuration portlet displays on the right. Complete Configuration box and click Save.


Step 4. Create a template:

  1. Click on Templates located in the left panel.

  2. Click on + New Template button located on the top right of the application.

  3. Go to Settings to enter a Survey Title.

  4. Select Exit tag.

  5. Enter the email subject and body of the email notification (you can also do this later!).

  6. We recommend adding your survey end date at the survey level.

  7. Click Save. You are now back on the survey builder page.

  8. Click + add section to create a new section. You can reorganize section tabs by dragging and dropping the tabs!

  9. Enter section Title under the Configuration portlet on the right side of the screen and click Save.

  10. Go to the Toolbox located on the left side of the screen to create questions. Or click on Library and use questions in the content library.

  11. You can configure your survey questions both at the template and survey level.

  12. After creating your questions, a pop-up may display: "Some of your questions are not tagged!" when navigating out from the Survey Builder.

  13. Click Yes to go back to your question(s) to add your tags or click No to leave the Survey Builder page.

The system automatically saves your work as you build the survey. You will never lose your work because your laptop shuts down unexpectedly or when you lose your internet connection!


Step 4.1. Access template library:

You can always create a survey from one of our templates in the template library and make modifications at the survey level.

  1. Click on Templates located in the left panel.

  2. List of templates from Retainify displays.


Step 4.2. Configure survey questions:

To configure a question:

  1. Click on a survey question you would like to configure.

  2. Configuration portlet displays on the right.

  3. You are now able to configure labels, alerts, make the question required, skippable, and configure visibility logic if applicable.

  4. You can configure your survey questions both at the template and survey level.


To configure visibility logic/question logic:

  1. Click on a new or existing Dropdown/Multiple Choice question.

  2. Click on Configure Visibility Logic.

  3. Click add logic.

  4. Select a response and select a question to associate with.

  5. Click Save.


Step 4.3. Copy a template:

  1. Click on Templates located in the left panel.

  2. Search up the template you would like to copy from.

  3. Click on Copy Template under Actions.

  4. A copy of a template displays.

  5. You can now modify your template settings, or add/delete/configure your questions.


Step 4.4. Create a survey:

To create a survey from a template:

  1. Click on Templates located in the left panel.

  2. Search for the template that you would like to create a survey from and then click Create Survey under Actions.

  3. You are now in the Survey Builder.

  4. Go to Settings and scroll down to enter your survey End Date.

  5. Click Save. You are now back on the survey builder page.

To create a survey:

  1. Click on Surveys located in the left panel.

  2. Click on + New Survey.

  3. Survey Builder displays.

To add a new question at the survey level:

  1. Go to Toolbox portlet on the left side of the screen in the survey builder.

  2. Click on the question type you would like to add. The question type is populated on the section page.

  3. Click on the question. Configuration portlet displays on the right.

  4. Enter section Title under the Configuration portlet on the right side of the screen.

  5. Configure labels, alerts, make the question required, skippable, and configure visibility logic if applicable.

  6. Enter Tags.

  7. Click Save to save your configuration.


Step 4.5. Copy a survey:

  1. Click on Surveys located in the left panel.

  2. Search up the survey you would like to copy from.

  3. Click on Copy Survey under Actions.

  4. A copy of a survey displays.

  5. You can now modify your survey settings, or add/delete/configure your questions.


Step 4.6. Edit a live survey:

  1. Click on Surveys located in the left panel.

  2. Your list of surveys display.

  3. Locate the live survey you would like to edit.

  4. Click on the icon under Edit.

  5. Survey Builder displays.

  6. In Settings, you can update Email Subject, Email Body, and End Date.

  7. In Survey Builder, you can add a Text Blurb, and configure your survey questions.

We allow you to edit parts of your live survey that will not skew your data and results!


Step 4.7. Create a landing page:

  1. Go to Toolbox portlet on the left side of the screen in the survey builder.

  2. Click on Text Blurb. The text blurb is populated on the section page.

  3. Click on Empty Text Blurb, Configuration portlet displays on the right.

  4. Click on Configure Text. The Text Blurb pop-up displays.

  5. Enter content.

  6. Click Save when you are done with the configuration.


Step 5. Create a filter:

  1. Click on Filters located in the left panel.

  2. Filters display.

  3. Click on + New Filter.

  4. Enter a name for the filter in the Filter Name field.

  5. We recommend naming your filter the same as your survey and schedule.

  6. Filter survey participants using employee fields (e.g., Division is Sales, Gender is Female, etc.).

  7. Go to Termination Date.

  8. Select the date of your employee's termination date.

  9. Click Save.


Step 5.1. Create a schedule:

  1. Click on Schedules located in the left panel.

  2. Schedules display.

  3. Click on + New Schedule.

  4. Enter a name for the schedule in the Name field.

  5. We recommend naming your schedule the same as your filter and survey.

  6. Click on the Survey radio button.

  7. Select the survey you would like to schedule in the survey dropdown menu.

  8. Select a filter in the filter dropdown menu.

  9. Enter a Start Date and End Date for the schedule. These dates indicate how long the schedule is active.

  10. Enter an Interval (numerical value only) and Interval Unit (Days, Months, Years). Interval and Interval Unit determine the frequency the schedule runs.

  11. Check the Reminder Emails box if you would like to schedule reminders for the survey.

  12. Complete Email Subject and Email Body fields.

  13. Enter an Interval (numerical value only) and Interval Unit (Days, Months, Years). Interval and Interval Unit determine the frequency of the reminder emails being scheduled to send to employees.

  14. Enter a Reminder Limit (numerical value only). The Reminder Limit determines the number of reminders employees receive.

  15. We recommend scheduling your reminder emails every 2 days and stopping at a reminder limit of 4.

  16. Click Save.

To deactivate the schedule, click Delete.


Your exit survey is complete and ready to go. You can now send out your exit survey to your employees. It’s always a good idea to survey your departing employees to obtain honest feedback from their experience, and use their feedback to continuously improve your employee's experience and engagement by addressing any gaps. If you have any questions, please feel free to reach us at hello@retainify.com.

Sources:

Christiansen, J. (2019, September 10). 8 Things Leaders Do That Make Employees Quit. Retrieved February 15, 2022, from https://hbr.org/2019/09/8-things-leaders-do-that-make-employees-quit

Garton, E. (2017, April 06). Employee Burnout Is a Problem with the Company, Not the Person. Retrieved February 15, 2022, from https://hbr.org/2017/04/employee-burnout-is-a-problem-with-the-company-not-the-person

Grantham-Philips, W. (2021, October 13). Record-breaking 4.3 million Americans quit their jobs in August, new data show. Retrieved February 15, 2022, from https://www.usatoday.com/story/money/2021/10/13/americans-quit-jobs-in-record-numbers/8433917002/

Indeed. (n.d.). How to Reduce Employee Turnover. Retrieved February 15, 2022, from https://www.indeed.com/hire/c/info/how-to-reduce-employee-turnover

Kappel, M. (2017, August 09). 5 Ways To Reduce Employee Turnover. Retrieved February 15, 2022, from https://www.forbes.com/sites/mikekappel/2017/08/09/5-ways-to-reduce-employee-turnover/?sh=4a77f4b75001

Mahan, T. F., Nelms, D., Yi, J., Jackson, A. T., Hein, M., & Moffett, R. (2020). 2020 Retention Report: Trends, Reasons & Wake Up Call. Retrieved February 14, 2022, from https://info.workinstitute.com/hubfs/2020%20Retention%20Report/Work%20Institutes%202020%20Retention%20Report.pdf

Morgan, K. (2021, July 01). The Great Resignation: How employers drove workers to quit. Retrieved February 15, 2022, from https://www.bbc.com/worklife/article/20210629-the-great-resignation-how-employers-drove-workers-to-quit

Spain, E., & Groysberg, B. (2016, April). Making Exit Interviews Count. Retrieved February 14, 2022, from https://hbr.org/2016/04/making-exit-interviews-count

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