stay interview questions template

Employee Retention and Engagement Interview Protocol

Document Control

• Document ID: HR-RET-001
• Version: 1.0
• Effective Date: [Date]
• Review Cycle: Annual

1. Purpose & Scope

This procedure defines the methodology for conducting structured retention dialogues to identify turnover risks, improve job satisfaction, and reinforce engagement within [Company Name]. This protocol applies to all managers, team leads, and HR personnel responsible for the direct management of [Employee Name].

2. Prerequisites

• Access to [Performance Management System/HRIS].
• A private, neutral meeting space or a secure video conferencing link.
• The completed "Retention Engagement Questionnaire" (see Phase 2).
• A summary of the employee’s last [Number] performance reviews.

3. Roles & Responsibilities (RACI)

4. Step-by-Step Procedure

Phase 1: Preparation

• Schedule the meeting at least [Number] business days in advance.
• Frame the meeting as a "career development and feedback session" rather than a formal review.
• Review the employee’s recent project contributions and tenure milestones.

Phase 2: The Structured Dialogue

Conduct the discussion using the following prompts. Document responses in [System/Document Name].

1. The "Stay" Trigger: "What keeps you working here at [Company Name]?"
   • Response: [__________]
2. The "Growth" Assessment: "What is one thing you would change about your current role or our team culture to make your work more fulfilling?"
   • Response: [__________]
3. The "Friction" Identification: "If you were to receive a job offer tomorrow from another organization, what factors might tempt you to consider it?"
   • Response: [__________]
4. The "Support" Inquiry: "What can I do as your manager to better support your goals and remove obstacles in your daily workflow?"
   • Response: [__________]

Phase 3: Post-Interview Action

• Summarize the top three takeaways within [Number] hours.
• Identify one immediate "Quick Win" action item to implement within [Number] weeks.
• Schedule a follow-up check-in for [Date] to review progress on identified issues.

5. Quality Assurance, Pro-Tips, and Pitfalls

• Pro-Tip: Do not defend the company or provide excuses during the session. Your primary role is to listen and record.
• Pro-Tip: If an employee is hesitant, share your own career goals first to build psychological safety.
• Common Pitfall: Treating this as a performance review. If the conversation drifts toward performance, pivot back to engagement and retention.
• Quality Assurance: HR should audit 10% of these records quarterly to ensure managers are actually addressing the feedback provided.

6. FAQs

Q: How often should I conduct these sessions? A: For high-performing or high-risk talent, conduct them every 6 months. For the general population, an annual cadence is sufficient.

Q: What if the employee shares feedback that is impossible to implement? A: Be transparent. Acknowledge the feedback, explain the organizational constraints, and pivot to what is within your control to improve.