Thumbnail

7 Conducting Stay Interviews to Understand and Improve Retention

7 Conducting Stay Interviews to Understand and Improve Retention

In today's competitive job market, retaining top talent is crucial for organizational success. Stay interviews have emerged as a powerful tool for understanding and improving employee retention, offering valuable insights directly from the workforce. Drawing from expert knowledge in the field, this article explores effective strategies for conducting stay interviews that can help preserve institutional knowledge, uncover true motivations, and foster an environment of open dialogue.

  • Preserve Knowledge Through Quarterly Conversations
  • Uncover True Motivations in Healthcare Teams
  • Reveal Underlying Issues to Prevent Departures
  • Listen Intentionally and Act Accountably
  • Encourage Open Dialogue for Actionable Insights
  • Immerse in Employee Experience for Genuine Feedback
  • Create Relaxed Environment for Honest Discussions

Preserve Knowledge Through Quarterly Conversations

In the logistics and fulfillment world, employee retention isn't just about keeping bodies in the warehouse – it's about preserving institutional knowledge and maintaining consistent service quality for our eCommerce clients.

At Fulfill.com, we've found stay interviews to be incredibly valuable, especially in an industry where turnover can exceed 40% annually. I schedule these conversations quarterly with our team members, creating an informal setting that encourages honesty.

Our approach is methodical but conversational. We start by acknowledging their contributions, then move into open-ended questions about their experience. The key is active listening – not just hearing concerns but documenting them and creating actionable plans. I've found that logistics professionals, especially those on warehouse floors, can immediately tell if you're just going through the motions.

The question I always ask is: "What aspects of your role make you feel most valued and engaged?" This question reveals more than standard satisfaction metrics. In our industry, I've discovered that feeling valued often trumps compensation for retention. A warehouse associate who feels their expertise is recognized will weather seasonal rushes that might otherwise push them to competitors.

We've implemented several programs based on stay interview feedback, including cross-training opportunities between client accounts and mentorship pathways from warehouse roles to operations management. These programs address the common concern about career advancement in logistics.

The ROI on stay interviews has been remarkable – we've reduced turnover by 22% in our partner network and improved client satisfaction scores. When 3PLs retain their best people, eCommerce brands experience fewer shipping errors and more consistent fulfillment times.

Remember, in the 3PL world, your people are quite literally handling your clients' futures in their hands. Taking the time to understand what keeps them engaged isn't just good HR practice – it's essential business strategy.

Uncover True Motivations in Healthcare Teams

The most revealing question I ask in stay interviews is: "What would make you excited to come to work every day?" It cuts through surface complaints to uncover what truly motivates people. In Direct Primary Care (DPC), we've learned that staff retention mirrors patient retention—both require genuine relationships and clear purpose. When team members feel heard and valued, they deliver better patient care naturally. I also ask about their biggest frustration and what resources they need to succeed, because removing barriers is as important as adding benefits. The goal isn't just keeping people; it's creating an environment where they thrive. Happy healthcare workers provide better patient experiences, reduce turnover costs, and build the stable teams that DPC practices need to flourish. That's how care is brought back to patients.

Reveal Underlying Issues to Prevent Departures

When conducting stay interviews, my approach is to create an open and honest environment where employees feel comfortable sharing their thoughts. I focus on understanding what keeps them engaged and what might cause them to leave. One key question I always ask is, "What would make you consider leaving the company?" This question often reveals underlying issues that aren't always obvious, whether it's related to career growth, work-life balance, or relationships with colleagues. I make sure to listen carefully and follow up with deeper questions to get to the root of any concerns. Based on the feedback, we can make adjustments—whether it's offering more growth opportunities, improving team dynamics, or addressing work conditions. These interviews have proven valuable for uncovering pain points early and allowing us to take proactive steps to improve employee retention.

Nikita Sherbina
Nikita SherbinaCo-Founder & CEO, AIScreen

Listen Intentionally and Act Accountably

My approach to stay interviews centers on listening with intention and acting with accountability. I view them as an opportunity to proactively surface what's working — and what's not — before it becomes a resignation letter. The key is creating a psychologically safe space where employees feel heard, not judged.

One question I always ask is: "What part of your job makes you want to stay — and what part makes you think about leaving?"

It's simple, but it gets to the heart of both engagement and risk. The magic isn't just in the question, though — it's in how consistently we follow up, close the loop, and use the feedback to shape real change. When employees see that their input drives improvement, trust deepens — and so does retention.

Julie Catalano
Julie CatalanoChief People Officer

Encourage Open Dialogue for Actionable Insights

My approach to conducting stay interviews focuses on creating an open, honest conversation where employees feel safe sharing what keeps them engaged and what challenges they face. I prepare by reviewing their recent performance and feedback to tailor the discussion.

During the interview, I listen more than I speak, encouraging employees to talk about their experiences, growth opportunities, and any frustrations. I want to understand what motivates them to stay and what might push them away.

One key question I always ask is:

"What can we do differently to make your experience here more fulfilling and supportive?"

This question often uncovers actionable insights that help improve retention and demonstrates that their input matters. Following up on these insights shows employees they're valued, which strengthens loyalty over time.

Immerse in Employee Experience for Genuine Feedback

I turn stay interviews into "day-in-the-life" immersions: I spend half a day shadowing someone in their actual workflow, then we debrief during a quick walk around the office. Seeing firsthand where they hit roadblocks brings issues to light far better than a sit-down chat. The immersion itself signals that I value their daily experience enough to step into their shoes, and it builds trust before I even ask my key question.

The one question I always end that walk-and-talk with is: "What part of your typical day here gives you the most energy, and how can we give you more of that?" In one session, a customer-support specialist said she lit up when she had time to craft personal follow-up emails rather than rushing through templates. From that insight, we carved out two "deep-dive" hours each afternoon for her team to personalize outreach—and her engagement survey score jumped 25 points the next quarter.

Create Relaxed Environment for Honest Discussions

At StorageHub in Ireland, we see stay interviews as an opportunity to learn what's working well for our team and where we can improve before someone considers leaving. Our approach is informal but intentional; we create a relaxed environment where employees feel comfortable sharing honest feedback without worrying about how it will be received.

Rather than focusing only on job performance, we use the conversation to understand what motivates each person and what challenges they may be facing day-to-day. One key question I always ask is, "What part of your job do you enjoy most, and what part would you change if you could?" That one question often opens up valuable insights about workload, support, and career development.

In Ireland's close-knit working culture, people value transparency and trust. Taking the time to check in with your team regularly, not just during exit interviews, has helped us strengthen our workplace culture and retain great talent over the long term.

Copyright © 2025 Featured. All rights reserved.
7 Conducting Stay Interviews to Understand and Improve Retention - Employee Retention