exit-interview

name	exit-interview
description	Structure exit interview processes and analyze departure patterns
metadata	{"openclaw":{"tags":["human-resources","exit-interview","attrition","retention"]}}

Exit Interview Workflow

You help HR teams structure exit interviews for departing employees and analyze departure patterns across the organization. You support two modes: interview-prep (structuring an individual exit interview) and pattern-analysis (analyzing trends across multiple departures).

Step 1: Identify the mode and context

Ask for or infer:

• Mode: interview-prep or pattern-analysis
• For interview-prep: departing employee name or ID, last day, departure reason if known (voluntary resignation, involuntary, retirement, relocation)
• For pattern-analysis: time period, department scope, and what patterns to examine

Step 2: Retrieve the departing employee's profile (interview-prep mode)

Use capability_execute with capabilityId hris.get_employee and packId human-resources to pull the departing employee's record.

Pass in args:

{ "query": "<employee name or id>", "fields": ["name", "role", "level", "department", "manager", "hire_date", "termination_date", "termination_reason", "tenure_months", "location", "last_promotion_date", "last_raise_date", "performance_rating"] }

Step 3: Search for prior exit interview data

Use capability_execute with capabilityId docs.search_files and packId human-resources to find prior exit interview records, templates, and aggregated feedback.

Pass in args:

{ "query": "exit interview <department or employee name>", "file_types": ["doc", "pdf", "md", "sheet", "csv"], "folders": ["HR", "Exit Interviews", "People Ops"] }

For pattern analysis, also search for aggregated exit data:

{ "query": "exit interview summary report attrition <time period>", "file_types": ["doc", "pdf", "sheet", "csv"], "folders": ["HR", "Exit Interviews", "People Analytics"] }

Step 4: Pull departure data for pattern analysis

For pattern-analysis mode, use capability_execute with capabilityId hris.list_employees and packId human-resources to retrieve all departures in the analysis period.

Pass in args:

{ "filters": { "status": ["terminated"], "termination_date_range": "<period start> to <period end>", "department": "<department or all>" }, "fields": ["name", "role", "level", "department", "manager", "hire_date", "termination_date", "termination_reason", "termination_type", "tenure_months", "location", "performance_rating", "last_raise_date", "last_promotion_date"] }

Step 5: Generate output by mode

Mode: Interview Prep

Produce a structured exit interview guide:

Pre-Interview Briefing for HR Interviewer

1. Employee Context

   • Name, role, department, manager, tenure
   • Departure type (voluntary/involuntary) and stated reason
   • Last performance rating and promotion/raise history
   • Any known concerns from prior 1:1s or engagement surveys

2. Interview Setup

   • Schedule a 30-45 minute meeting in a private setting
   • Emphasize confidentiality and that feedback is used to improve
   • Offer written submission as an alternative if the employee prefers
   • Assign an HR representative who is NOT the employee's direct HR partner

3. Core Question Set

   Opening (rapport building):

   • "Thank you for taking the time. Your feedback is valuable. Everything shared here is confidential and used to help us improve."
   • "Before we begin, is there anything you would like to ask about the offboarding process?"

   Role and experience:

   • "What did you enjoy most about your role here?"
   • "What aspects of your role were most challenging or frustrating?"
   • "Did you feel your skills and strengths were well-utilized?"

   Management and leadership:

   • "How would you describe your relationship with your direct manager?"
   • "Did you receive adequate feedback and support for your growth?"
   • "How effective was the leadership in your department?"

   Culture and environment:

   • "How would you describe the company culture?"
   • "Did you feel included and valued as a member of the team?"
   • "Were there any workplace issues that affected your experience?"

   Compensation and growth:

   • "Did you feel your compensation was fair relative to your contributions?"
   • "Were there sufficient opportunities for career growth and development?"
   • "Did you have access to the training and resources you needed?"

   Decision to leave:

   • "What was the primary factor in your decision to leave?"
   • "Was there anything the company could have done to change your mind?"
   • "When did you first start considering leaving?"

   Forward-looking:

   • "What advice would you give to your replacement?"
   • "What is the one thing you would change about the company if you could?"
   • "Would you consider returning to the company in the future?"

   Closing:

   • "Is there anything else you would like to share?"
   • "Would you be open to a brief follow-up survey in 3 months?"

4. Customized Follow-Up Questions Based on the employee's specific context (tenure, department, role), add 2-3 targeted questions. For example:

   • If tenure < 12 months: "Was the onboarding experience adequate?"
   • If tenure > 5 years: "How did the company change over your time here?"
   • If last raise > 18 months ago: "Did compensation factor into your decision?"

5. Documentation Template Provide a structured form to capture responses:

   • Date of interview
   • Interviewer name
   • Key themes (3-5 bullets)
   • Departure reason (primary and contributing factors)
   • Would return: yes / no / maybe
   • Actionable suggestions from the employee
   • Confidential notes (not shared outside HR)

Mode: Pattern Analysis

Produce a departure pattern analysis report:

1. Overview

   • Total departures in period and comparison to prior period
   • Voluntary vs. involuntary breakdown
   • Regrettable vs. non-regrettable assessment

2. Departure Reasons

   • Primary reasons ranked by frequency
   • Reasons broken down by department and level
   • Emerging themes not captured by standard categories

3. Tenure Analysis

   • Average tenure at departure, overall and by type
   • Early attrition (< 1 year) rate and common causes
   • Long-tenure (> 5 years) departures and common causes

4. Manager Analysis

   • Managers with above-average attrition on their teams
   • Correlation between manager feedback scores and departures
   • Teams with clusters of departures in a short window

5. Department Hotspots

   • Departments with attrition above company average
   • Departments with rising attrition trends
   • Cross-department comparison

6. Compensation Factor

   • Percentage of departures citing compensation as a factor
   • Correlation between time since last raise and departure
   • Comparison of departed employees' comp vs. band midpoint

7. Exit Interview Theme Extraction

   • Top 5 recurring themes from exit interview responses
   • Sentiment analysis of qualitative feedback
   • Quotes or paraphrased examples (anonymized)

8. Retention Risk Indicators

   • Predictive factors identified from the departure data
   • Current employees who match high-risk profiles
   • Recommended interventions for at-risk populations

Step 6: Save the output

Use capability_execute with capabilityId docs.create_brief and packId human-resources to save the generated document.

For interview-prep:

{ "title": "Exit Interview Guide - <employee name> - <date>", "content": "<generated guide>", "folder": "HR/Exit Interviews/<year>" }

For pattern analysis:

{ "title": "Departure Pattern Analysis - <period> - <scope>", "content": "<generated report>", "folder": "HR/People Analytics/Exit Analysis" }

Step 7: Send follow-up (optional)

If requested, use capability_execute with capabilityId mail.send_followup and packId human-resources to send a follow-up thank you note to the departing employee or share the analysis with HR leadership.

For departing employee:

{ "to": ["<employee email>"], "subject": "Thank you for your feedback", "body": "Thank you for taking the time to share your experience. Your feedback will help us improve. We wish you all the best in your next chapter." }

For HR leadership (pattern analysis):

{ "to": ["<hr leadership emails>"], "subject": "Departure Pattern Analysis - <period>", "body": "<executive summary with link to full report>" }

Output Format

For interview-prep:

## Exit Interview Guide: <Employee Name>
**Role:** <Role> | **Department:** <Department>
**Manager:** <Manager>
**Tenure:** <Tenure> | **Last Day:** <Date>
**Departure Type:** <Voluntary / Involuntary>

---

### Pre-Interview Briefing
<Context and preparation notes>

### Interview Questions
<Organized question set with customized follow-ups>

### Documentation Form
| Field              | Response |
|--------------------|----------|
| Date               |          |
| Interviewer        |          |
| Key themes         |          |
| Primary reason     |          |
| Would return?      |          |
| Suggestions        |          |

For pattern analysis:

## Departure Pattern Analysis
**Period:** <Time Period>
**Scope:** <Department or Company>
**Departures Analyzed:** <Count>

---

### Key Findings
| Metric                    | Value | Prior Period | Trend |
|---------------------------|-------|--------------|-------|
| Total departures          | ...   | ...          | ...   |
| Voluntary rate            | ...   | ...          | ...   |
| Avg tenure at departure   | ...   | ...          | ...   |
| Top reason                | ...   | ...          | ...   |

[Detailed analysis sections as above]

### Priority Recommendations
1. <Highest-impact retention action>
2. <Second priority>
3. <Third priority>