Volunteers are the heart of our communities in Carmarthenshire, giving their time, energy, and passion to make a difference. When a volunteer decides to leave, it’s important to take a moment to understand why and to thank them properly. An exit interview is a simple but powerful way to do this.
A good exit interview helps organisations learn from the volunteer’s experience:
- Improve how volunteers are supported
- Keep a good relationship for possible future involvement
- Show appreciation for their time and contributions
But what if you don’t hold one?
Without an exit interview, organisations might miss out on:
- Honest feedback that could improve the volunteer experience
- Understanding why volunteers leave (which might help prevent others from leaving)
- The opportunity to leave on good terms and keep connections open
- A chance to celebrate the volunteer’s impact and say a proper goodbye
Not having these conversations can lead to misunderstandings, a lack of closure, and the loss of potential future support.
Top 10 Exit Interview Questions
Here are ten important questions to ask when a volunteer is moving on:
1. What made you decide to leave your volunteer role?
2. What did you enjoy most about your time volunteering with us?
3. Were there any challenges or frustrations that made your experience difficult?
4. Did you feel supported and valued during your time here?
5. What could we do to improve the volunteer experience for others?
6. Would you consider volunteering with us again in the future? Why or why not?
7. Were there any training or resources that would have made your role easier?
8. How would you describe your overall experience as a volunteer here?
9. Do you have any suggestions for how we can better support volunteers?
10. Is there anything else you’d like to share about your experience?
Practical Tips for Organisations
Be Positive and Appreciative: This isn’t just a feedback session; it’s a chance to thank the volunteer and celebrate their contributions.
Listen with an Open Mind: Sometimes, feedback can be hard to hear, but it’s valuable for growth.
Consider Their Feelings: Leaving a volunteer role can be emotional. Acknowledge their service and the impact they’ve had.
Keep the Door Open: Let them know they’re always welcome back or can stay involved in other ways, like special events or one-off projects.
Mourn the Loss (In a Healthy Way): It’s okay to feel sad when a valued volunteer leaves. Recognise their absence and reflect on their contributions in team meetings or newsletters.
Actually, be practical: Read discipline, grievance and whistleblowing procedures before running exit interviews if you aren’t already familiar with those processes. You have no idea what may come up at this vital time and need actioning.
Don’t be surprised: you may uncover a safeguarding concern during an exit interview so be prepared to use your internal safeguarding reporting procedures.
Exit interviews aren’t just a box to tick. They help organisations grow, volunteers feel valued and keep the community spirit strong in Carmarthenshire.
By taking the time to ask the right questions and genuinely listen, we create an environment where volunteers feel appreciated—not just for their time given, but for the difference they’ve made.
Are there any other actions to take?
Plan with the volunteer to handover their ongoing activities to others (if relevant).
Arrange for a reference from the most appropriate staff member. This can help if they’re looking to volunteer or work elsewhere.
Check if the volunteer would like to stay in touch or receive updates about the organisation’s work, and how.
Ask them to return any data or equipment, such as laptops or building passes. After they’ve left, you’ll also need to remove their access to any internal systems.
