EXIT INTERVIEW ANALYSIS & ACTION PLAN

Company: 250-Person Manufacturing Company
Survey Period: Recent Exit Interviews
Responses: 38 departing employees (15% turnover analysis)
Survey Type: Exit Interviews

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URGENT SAFETY & COMPLIANCE ALERT

CRITICAL ISSUES REQUIRING IMMEDIATE ACTION

Exit interviews reveal potential OSHA compliance gaps and workplace safety violations that require immediate investigation:

Safety Training Deficiencies (32% of responses):

• “New hires get minimal training before being put on machines”
• “Lockout/tagout procedures aren’t consistently followed by supervisors”
• “Safety protocols exist on paper but aren’t enforced on the floor”
• “Management prioritizes production quotas over safety”

Immediate Actions Required (Within 48 Hours):

1. OSHA Compliance Audit: Engage safety consultant to audit training documentation, LOTO compliance, and incident reporting
2. Safety Stand-Down: Schedule immediate all-hands safety review (halt production if necessary)
3. Legal Counsel: Brief employment attorney on reported safety concerns and potential liability
4. Incident Investigation: Review all near-miss reports from past 6 months for patterns
5. Anonymous Hotline: Establish confidential safety reporting mechanism

Owner: VP Operations + HR Director + Legal Counsel
Timeline: Investigation initiated within 24 hours, preliminary report within 72 hours

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EXECUTIVE SUMMARY

Overview: Exit interview analysis reveals two systemic issues driving turnover: unpredictable shift scheduling (39% of responses) and inadequate safety training (32%). These are controllable factors that, if addressed, could reduce turnover by an estimated 30-40%. Current 15% turnover rate (38 exits from 250-person facility) exceeds manufacturing industry average of 10-12%.

Top 3 Critical Themes:

1. Shift Schedule Unpredictability (39% of responses) - HIGHEST IMPACT ON TURNOVER

   • Rotating shifts with short notice disrupt personal life, childcare, health
   • Root cause: Reactive scheduling, inadequate staffing, no self-scheduling options

2. Inadequate Safety Training (32% of responses) - HIGHEST COMPLIANCE RISK

   • Insufficient onboarding, no refresher training, inconsistent enforcement
   • Root cause: Training seen as checkbox exercise, not continuous improvement culture

3. Below-Market Compensation (11% of responses) - COMPETITIVE DISADVANTAGE

   • Wages not keeping pace with local manufacturing market or inflation
   • Root cause: No annual market analysis, raises not tied to market rates

Overall Sentiment: 8% positive, 18% neutral, 74% negative
Risk Status: RED - Immediate intervention required to prevent accelerating turnover

Financial Impact: Replacing 38 manufacturing employees at estimated $5,000-$8,000 each = $190,000-$304,000 annual turnover cost. Addressing root causes could save $60,000-$120,000 annually.

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DETAILED THEME ANALYSIS

Theme 1: Shift Schedule Unpredictability (15 of 38 responses, 39%)

Sentiment: Strongly Negative

Representative Quotes:

• “Shift changes with only 2 days notice make it impossible to plan childcare”
• “12-hour shifts are too long, especially when combined with mandatory overtime”
• “Alternating day/night shifts every 2 weeks is exhausting”

Root Cause Analysis:

• Reactive scheduling: Schedules built week-to-week based on production demand, not proactive planning
• Insufficient float coverage: No buffer staff for call-outs, forcing mandatory overtime/doubles
• Outdated rotation system: 3-shift rotation doesn’t align with modern work-life expectations
• Lack of employee input: Top-down scheduling with no worker autonomy or preference consideration

Business Impact:

• Direct turnover cost: 15 employees x $6,500 avg replacement = $97,500
• Productivity loss during training period
• Reputation damage in local labor market

Urgency: HIGH - Affecting 39% of exits, actionable within 60-90 days

Theme 2: Inadequate Safety Training (12 of 38 responses, 32%)

Sentiment: Negative with Compliance Concerns

Representative Quotes:

• “Safety training is just watching outdated videos, not hands-on”
• “Lockout/tagout procedures aren’t consistently followed by supervisors”
• “Injured my back lifting, no ergonomics training provided”

Root Cause Analysis:

• Check-box compliance mindset: Training viewed as regulatory requirement, not skill-building
• No continuous training: Initial certification only, no refreshers or skill reinforcement
• Inconsistent enforcement: Supervisors model unsafe shortcuts under production pressure
• Outdated training materials: Videos and manuals don’t reflect current equipment or best practices

Business Impact:

• OSHA compliance risk: Potential fines $7,000-$70,000 per violation if audited
• Workers’ comp claims: Back injury and equipment-related incidents
• Turnover cost: 12 employees x $6,500 = $78,000
• Reputational risk in tight labor market

Urgency: CRITICAL - Compliance and injury risk, requires immediate action

Theme 3: Below-Market Compensation (4 of 38 responses, 11%)

Sentiment: Negative, Comparative

Representative Quotes:

• “Wages haven’t kept up with inflation or local market rates”
• “Got a 2% raise while company announced record profits”

Root Cause Analysis:

• No annual compensation market analysis
• Raises tied to fixed percentage, not market rate adjustments
• Disconnect between company financial performance and employee rewards

Business Impact:

• Losing employees to competitors offering $2-$4/hour more
• Difficulty attracting qualified candidates
• Turnover cost: 4 employees x $6,500 = $26,000

Urgency: MEDIUM - Secondary driver, but exacerbates other issues

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PRIORITIZED ACTION PLANS

Priority 1: Shift Schedule Predictability & Flexibility (Target: 60-Day Implementation)

Action	Owner	Timeline	Impact
Conduct shift preference survey (what schedules would you stay for?)	HR Director	Week 1	HIGH
Pilot self-scheduling system with 1 department (employees bid shifts 4 weeks ahead)	Production Manager	Week 2-8	HIGH
Move to 4-week advance scheduling (vs. 1 week) with schedule guarantee	Ops Manager	Week 4	HIGH
Implement shift swap protocol (peer-to-peer with supervisor approval)	Shift Supervisors	Week 3	MEDIUM
Hire 5 float workers for coverage buffer (reduce mandatory OT)	HR + Finance	Week 1-12	HIGH
Test 4x10 schedule pilot with volunteer department	Ops Manager	Week 8-16	MEDIUM
Increase shift differential by $1.50/hr for nights, $2/hr for weekends	Finance + HR	Week 4	MEDIUM

Success Metrics:

• Reduce scheduling complaints from 39% to <10% in exit interviews within 6 months
• Increase schedule advance notice to 4 weeks (from 1 week)
• Reduce mandatory overtime incidents by 40%
• Track retention rate of employees on pilot self-scheduling vs. traditional

Quick Win: Announce shift preference survey this week with commitment to implement changes within 60 days.

Budget Impact: $156,000 annually (5 float workers at $31,200 salary) vs. $97,500 current turnover cost from schedule issues = Positive ROI

Priority 2: Safety Training Overhaul (Target: 30-Day Critical Actions, 90-Day Full Implementation)

Action	Owner	Timeline	Impact
IMMEDIATE: OSHA compliance audit (external consultant)	VP Operations	Week 1	CRITICAL
IMMEDIATE: All-hands safety stand-down meeting	Plant Manager	Week 1	CRITICAL
Develop hands-on safety training program (replace videos)	Safety Manager + Training Coord	Week 2-8	HIGH
Implement quarterly safety refresher training (mandatory)	Safety Manager	Week 4 (ongoing)	HIGH
Launch near-miss reporting system with monthly review	Safety Committee	Week 2	HIGH
Supervisor safety leadership training (modeling safe behavior)	HR + Safety Manager	Week 4-8	HIGH
Update PPE replacement process to 24-hour turnaround	Facilities Manager	Week 1	MEDIUM
Create safety mentorship program (experienced workers + new hires)	Safety Committee	Week 8-12	MEDIUM
Tie supervisor bonuses to safety metrics (not just production)	HR + Finance	Week 4	HIGH

Success Metrics:

• Zero OSHA violations in next audit
• Reduce safety-related exits from 32% to <5% within 6 months
• 100% completion of quarterly refresher training
• Increase near-miss reporting by 200% (indicating trust in system)
• Reduce recordable injuries by 30% within 12 months

Quick Win: Announce safety stand-down meeting within 48 hours. Order PPE replacement stock by end of week.

Budget Impact: $45,000 (consultant $15K, training materials $10K, PPE upgrades $20K) vs. $78,000 current turnover cost + potential OSHA fines $50K+ = Strong ROI

Priority 3: Compensation Market Adjustment (Target: 30-Day Analysis, 60-Day Implementation)

Action	Owner	Timeline	Impact
Commission compensation market study (local manufacturing)	HR Director	Week 1-4	HIGH
Identify roles with largest market gap	HR + Finance	Week 4	HIGH
Implement market-rate adjustments for bottom 25% of pay scale	Finance + HR	Week 8	HIGH
Establish annual compensation review tied to market data	HR Director	Week 6 (ongoing)	MEDIUM
Create transparent pay grade structure with ranges	HR Director	Week 8-12	MEDIUM

Success Metrics:

• Bring bottom 25% of wages to market median within 60 days
• Reduce compensation-related exits from 11% to <5% within 12 months
• Publish pay grade structure by end of Q2

Quick Win: Announce compensation study commitment at next all-hands.

Budget Impact: $125,000 annually (estimated $500 avg increase x 250 employees) vs. $26,000 direct turnover cost + competitive hiring challenges = Strategic investment

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COMMUNICATION TEMPLATES

Template 1: URGENT Executive Alert (For Leadership Team)

TO: Executive Team, Board of Directors
FROM: VP Operations + HR Director
RE: Critical Exit Interview Findings - Safety Compliance Risk + Turnover Crisis
DATE: [Today’s Date]

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IMMEDIATE ACTION REQUIRED

Exit interview analysis of 38 recent departures reveals critical safety compliance gaps requiring immediate executive attention:

Safety Compliance Risk (32% of exits cited safety concerns):

• Inadequate hands-on training for equipment operators
• Inconsistent lockout/tagout enforcement by supervisors
• Near-miss incidents reported but not investigated
• Production quotas prioritized over safety protocols

Potential Liability:

• OSHA compliance audit could result in $50,000-$200,000+ in fines
• Workers’ comp claims exposure
• Wrongful termination claims if safety concerns were reported internally

Immediate Actions (48-Hour Timeline):

1. Engage external OSHA compliance consultant for immediate audit (Owner: VP Ops)
2. Schedule safety stand-down meeting with all shifts (Owner: Plant Manager)
3. Brief employment counsel on exit interview findings (Owner: HR Director)
4. Review all near-miss reports from past 6 months (Owner: Safety Manager)

Turnover Crisis (15% annual turnover vs. 10-12% industry average):

• Unpredictable shift scheduling driving 39% of exits
• Below-market compensation (11% of exits)
• Current turnover cost: $190,000-$304,000 annually

Recommended Budget Allocation:

• Safety training overhaul: $45,000
• Float staff for scheduling flexibility: $156,000 annually
• Compensation market adjustments: $125,000 annually
• Total Investment: $326,000 vs. Current Turnover Cost: $247,000 + OSHA Risk: $50K-$200K

Executive Decision Required: Approve immediate safety audit and authorize budget for 60-day action plan.

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Template 2: All-Hands Communication (Employee Announcement)

TO: All Manufacturing Employees
FROM: Plant Manager + HR Director
RE: We Hear You - Changes Coming to Scheduling and Safety
DATE: [Today’s Date]

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Team,

Over the past few months, we’ve conducted exit interviews with 38 departing colleagues. We asked them to be honest about why they’re leaving, and they were. Some of what we heard was hard to hear, but we’re grateful for their candor.

What You Told Us (Through Exiting Colleagues):

1. Shift schedules are unpredictable - You can’t plan your personal life when shifts change with only a few days’ notice
2. Safety training needs to be better - Training feels like a checkbox exercise, not real skill-building
3. Pay hasn’t kept up with the market - You can make more at other local manufacturers

What We’re Doing About It:

Scheduling Changes (Next 60 Days):

• Starting next week: We’re surveying YOU on what schedule would work best for your life
• By Week 4: Moving to 4-week advance scheduling (vs. current 1-week)
• By Week 8: Piloting employee self-scheduling in one department
• Hiring 5 float workers to reduce mandatory overtime

Safety Improvements (Starting Immediately):

• This week: All-hands safety stand-down meeting (your input matters)
• External safety consultant auditing our training program
• New near-miss reporting system launching (anonymous, no retaliation)
• Quarterly hands-on safety refresher training (not just videos)
• 24-hour PPE replacement guarantee

Compensation (Next 60 Days):

• Commissioning professional market study of local manufacturing wages
• Bringing bottom 25% of pay scale to market rates within 60 days
• Publishing transparent pay grade structure by end of Q2

Our Commitment:

We can’t fix everything overnight, but we can commit to listening and taking action. Every one of you deserves predictable schedules, a safe workplace, and fair pay.

How We’ll Track Progress:

• Monthly updates at shift meetings
• Anonymous pulse survey at 60 days and 6 months
• Open-door office hours with HR every Friday 2-4pm

If you have concerns or ideas, don’t wait to leave to share them. Talk to your supervisor, HR, or use our new anonymous feedback system (link in break rooms).

Thank you for the work you do every day.

[Plant Manager Name]
[HR Director Name]

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RISK FLAGS & URGENT ISSUES

CRITICAL RISK: OSHA Compliance Exposure

Issue: 32% of exits cited safety training deficiencies and inconsistent enforcement. Specific mentions of:

• Lockout/tagout non-compliance
• Inadequate equipment training
• Near-miss incidents not investigated
• Production pressure overriding safety protocols

Immediate Actions (24-48 Hours):

• Schedule external OSHA compliance audit
• Brief legal counsel on exit interview findings
• Safety stand-down meeting with all shifts
• Review and update all safety training materials
• Implement anonymous safety reporting hotline

Owner: VP Operations + Legal Counsel
Timeline: Investigation initiated within 24 hours

HIGH RISK: Accelerating Turnover Spiral

Issue: 15% annual turnover (38 of 250) exceeds 10-12% industry average. Controllable factors (scheduling, safety) driving 71% of exits.

Trend Risk: Word-of-mouth in local labor market could accelerate recruiting challenges. Exit interviews reveal:

• “Shift bid system favors seniority too heavily” - newer workers feel stuck
• “Management doesn’t understand impact of irregular schedules” - leadership disconnect

Immediate Actions (7 Days):

• Conduct stay interviews with high-performing employees at 2-4 years tenure
• Launch shift preference survey
• Identify top 20% performers at flight risk (based on exit themes)
• Fast-track hiring of 5 float workers to reduce mandatory OT

Owner: HR Director + Production Managers
Timeline: Week 1

MODERATE RISK: Compensation Competitiveness

Issue: 11% of exits cited below-market pay. Local manufacturers reportedly paying $2-$4/hour more for similar roles.

Immediate Actions (30 Days):

• Commission compensation market study
• Benchmark against 5 local manufacturing competitors
• Prepare budget proposal for market-rate adjustments

Owner: HR Director + Finance
Timeline: Week 1-4

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NEXT STEPS & ACCOUNTABILITY

Immediate Actions (This Week):

• Day 1: Brief executive team on critical findings (VP Ops)
• Day 1: Engage OSHA compliance consultant (VP Ops)
• Day 2: Schedule safety stand-down meeting (Plant Manager)
• Day 3: Launch shift preference survey (HR Director)
• Day 5: Commission compensation market study (HR Director)
• Day 5: Post job descriptions for 5 float workers (HR Recruiter)

Week 2-4 Actions:

• Complete OSHA compliance audit
• Implement 4-week advance scheduling
• Launch near-miss reporting system
• Complete compensation market study
• Hold stay interviews with at-risk high performers

60-Day Milestones:

• Self-scheduling pilot launched in 1 department
• Market-rate compensation adjustments implemented
• Hands-on safety training program rolled out
• 5 float workers hired and trained

6-Month Success Metrics:

• Reduce turnover from 15% to 10% or below
• Zero OSHA violations in compliance audit
• Scheduling complaints drop from 39% to <10% in exit interviews
• Safety complaints drop from 32% to <5% in exit interviews
• Anonymous employee pulse survey shows 70%+ satisfaction with changes

Accountability Structure:

• Weekly check-ins: VP Ops + HR Director + Plant Manager
• Bi-weekly updates to executive team
• Monthly all-hands progress reports
• 60-day anonymous pulse survey
• 6-month exit interview analysis to measure improvement

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APPENDIX: Exit Interview Response Themes

Total Responses: 38
Theme Breakdown:

• Shift Schedule Issues: 15 responses (39%)
• Safety Training Concerns: 12 responses (32%)
• Compensation: 4 responses (11%)
• Management/Communication: 4 responses (11%)
• Career Development: 2 responses (5%)
• Positive Feedback: 1 response (3%)

Sentiment Analysis:

• Negative: 28 responses (74%)
• Neutral: 7 responses (18%)
• Positive: 3 responses (8%)

Turnover Context:

• Company size: 250 employees
• Exit interviews analyzed: 38 (15% annual turnover rate)
• Manufacturing industry average: 10-12% turnover
• Gap: 3-5 percentage points above industry benchmark
• Cost impact: $190,000-$304,000 annually (at $5K-$8K per replacement)