stay interview survey template

Employee Retention and Engagement Feedback Protocol

Document Control

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

1. Purpose & Scope

This procedure establishes a standardized framework for conducting structured retention dialogues. The objective is to identify key drivers of employee satisfaction, mitigate turnover risks, and enhance organizational culture. This policy applies to all departments within [Company Name].

2. Prerequisites

• Access to [HRIS System Name] or secure internal document repository.
• A private, neutral meeting space (physical or virtual).
• Access to the approved [Company Name] feedback questionnaire template.
• Training on active listening and non-defensive communication for all participating managers.

3. Roles & Responsibilities (RACI)

4. Step-by-Step Procedure

Phase 1: Preparation

• Select employees for participation based on [Criteria, e.g., high-potential, tenure, or department-wide].
• Schedule the session at least [Number] days in advance via [Calendar System].
• Send the participant the interview questions in advance to allow for reflection.

Phase 2: Execution

• Open the session by stating: "The goal of this conversation is to understand what keeps you here and how we can better support your professional growth."
• Ask the following core questions:
  1. What is the one thing that keeps you working here at [Company Name]?
  2. If you were to consider leaving, what would be the primary catalyst?
  3. What is one thing you would change about your role or our team culture?
  4. Do you feel your talents are currently being utilized effectively?
  5. What can I do to better support your day-to-day success?
• Record key themes, not verbatim transcripts, to maintain psychological safety.

Phase 3: Analysis & Action

• Synthesize findings into the [Retention Tracking Spreadsheet].
• Identify immediate "quick wins" (e.g., equipment needs, process bottlenecks).
• Schedule a follow-up meeting with the employee within [Number] weeks to discuss action items.
• Report anonymized, aggregate data to [Department Head] for strategic planning.

5. Quality Assurance, Pro-Tips, & Pitfalls

• Quality Assurance: HR shall audit [Percentage]% of completed forms quarterly to ensure the quality of feedback and adherence to confidentiality protocols.
• Pro-Tip: Do not treat this as a performance review. If the conversation shifts to performance, pause and schedule a separate meeting for that purpose.
• Common Pitfall: Defensiveness. If an employee provides negative feedback, thank them for their honesty rather than justifying the current state.
• Common Pitfall: Failing to act. If no changes occur after a session, employees will perceive the process as performative, which increases turnover risk.

6. FAQs

Q: How often should these interviews be conducted? A: Ideally, once per year for all employees, or 3-6 months after a new hire completes their onboarding period.

Q: Should these interviews be documented in the employee's permanent file? A: No. These should be kept in a separate, secure manager file to ensure the employee feels comfortable being candid without fear of it impacting future performance reviews.