The Power of Exit Interviews in Your Dental Practice

It can feel like a setback when a team member departs from your dental practice—whether a dental assistant, hygienist, or front desk coordinator—it can feel like a setback. But what if I told you every departure is an opportunity for growth? Exit interviews are the key to transforming turnover into a strategic advantage.

Rather than just ticking off a formality as your team member leaves, an exit interview is a tool that can provide valuable insights into your practice. It helps identify areas for improvement, strengthen your workplace culture, and reduce future staff turnover. Here’s how to make the most of them while considering the best way to conduct them: in person, in writing, or a mix of both.

Uncover the Real Reasons Behind Resignations

While “looking for new opportunities” might be the official reason for resigning, the underlying factors are often more actionable. Perhaps there are frustrations with management, communication gaps, or an overwhelming workload. Exit interviews create a safe space to ask meaningful questions like:

“What prompted your decision to leave?”

“Were your expectations for the role met?”

“What improvements could we make to support the team better?”

Understanding the root causes of departures enables you to address systemic issues and improve the work environment. These insights are necessary for problems to persist, impacting morale and retention.

Reduce Turnover Costs and Retain Top Talent

Replacing an employee costs more than recruiting, including onboarding, training, and disrupting your practice’s workflow. Exit interviews can help you avoid these costs.

By gathering honest feedback from departing employees, you can identify patterns and take proactive measures to improve retention. Maybe it’s a change in managing workloads or addressing communication gaps. Whatever the feedback reveals, acting on it will help foster a more positive environment that keeps your best people around for longer.

Build a Workplace Culture Employees Love

Your practice might aim for a supportive, inclusive culture, but what’s the reality? Exit interviews offer unfiltered feedback on how your team experiences their workplace. Ask questions like:

“Did you feel your contributions were valued?”

“What would make this practice a better place to work?”

This can highlight areas needing attention, such as burnout, unclear communication, or limited career growth opportunities. Acting on this feedback demonstrates your commitment to continuous improvement, helping you build a reputation as an exceptional employer.

Spot Training Gaps and Boost Staff Development

Departing employees are often candid about whether they feel adequately trained. Ask questions that can uncover gaps in your current systems, such as:
“Did you feel equipped to succeed in your role?”
“How could our onboarding or training programs be improved?” 

Improving these programs ensures new hires are more confident and capable, reducing the likelihood of future departures. A well-supported team performs better and stays longer.

Strengthen Your Employer Brand

A practice builds its reputation by delivering excellent patient care and valuing and treating its employees respectfully. Word travels fast, and if a departing employee has a negative experience, it could affect your ability to attract top talent.

Exit interviews offer the perfect opportunity to end things on a positive note. By listening to departing employees, acknowledging their feedback, and expressing gratitude for their contributions, you help ensure they leave with a favourable impression of your practice. Even if things weren’t perfect during their time with you, showing that you care about their input can make all the difference.

How to Proceed with Exit Interviews

In-Person

Pros:

• Opportunity to clarify responses and ask follow-up questions. 
• Fosters human connection, showing the employee their opinion is valued.
• Allows immediate insights through tone and body language.

Cons:

• Employees may feel uncomfortable sharing critical feedback face-to-face.
• Time-consuming to schedule and conduct.

Written Questionnaires

Pros:

• Offers convenience, allowing employees to answer thoughtfully at their own pace.
• It provides anonymity, which can lead to more candid feedback.
• Easier to standardise for consistent data collection.

Cons:

• There is no opportunity for follow-up questions or clarification.
• Employees may rush responses, limiting depth.



Best Practice

Offer both options: “We’d love your feedback to help us improve. Would you prefer an in-person exit interview or a written questionnaire?”

This flexibility respects employee preferences and maximises the likelihood of gathering valuable insights.

How to Conduct Exit Interviews That Matter

If you’re ready to incorporate exit interviews into your practice, it’s essential to approach them with care and intentionality. Here are a few tips on how to conduct interviews that lead to actionable insights:

1. Make It Safe and Comfortable

Schedule in-person interviews in private, relaxed settings or provide an easy-to-complete written format. Ensure confidentiality.

Timing is also essential—schedule the interview during their last few days with the practice, when they’ve had a chance to reflect on their experience.

2. Ask Open-Ended Questions

Focus on questions encouraging detailed feedback:

“What did you enjoy most and least about working here?”

“What led to your decision to leave?”

“How would you describe the support you received in your role?”

“What could we have done to make this a better workplace?” These questions allow employees to share their thoughts, helping you uncover more profound insights.

3. Listen Without Judgment

Approach the interview with a neutral, open mindset. Approach the feedback with an open mind, even if it’s difficult to hear.

The goal is to learn, not to defend.

4. Act on What You Learn

The real value of an exit interview comes from what you do with the feedback. Review responses with your leadership team and implement necessary changes. Demonstrating action reassures current staff that their opinions matter.



Turning Departures into Opportunities

Staff turnover is inevitable, but it shouldn’t be a setback. Exit interviews transform departures into valuable opportunities to enhance your practice. By listening, acting on feedback, and creating a culture of continuous improvement, you’ll reduce turnover, foster a supportive environment, and position your dental practice as an employer of choice.

Incorporate exit interviews into your practice strategy today—it’s not just about saying goodbye; it’s about building a better future for your team and business.

Incorporate exit interviews into your practice strategy today—it’s not just about saying goodbye; it’s about building a better future for your team and business.