Stay Interview Facilitation Guide (30-Minute Structured)

This template is for a manager-led conversation focused on why an employee stays, what frustrates them, and what changes would improve their experience. It is not a performance review and should not be used to evaluate goals or compensation. The output is a set of notes, decisions, and action items that the manager can follow up on.

Most teams use it periodically, such as once or twice a year, or after a major role change, manager change, or team reorganization. It also works well when you want to check in before signs of disengagement become turnover risk. The cadence should be consistent enough to spot patterns, but not so frequent that it feels repetitive.

The direct manager usually runs it because they can act on day-to-day blockers and follow-up items. In some organizations, HR or a people partner may facilitate the first conversation if trust is low or the manager relationship is new. Whoever runs it should be prepared to listen, probe for context, and record concrete action items with owners and due dates.

A performance review focuses on past performance, goals, and evaluation, while this template focuses on retention, motivation, and working conditions. A regular 1:1 may cover many topics, but this guide keeps the conversation structured around what helps the employee stay and what creates friction. That separation makes it easier to get honest answers and clear follow-up.

Capture the employee's context, the main reasons they stay, any blockers or frustrations, and specific changes they want to see. Record decisions made during the conversation and action items with an owner and due date so the follow-up is visible. If the employee raises a sensitive issue, note the concern carefully and avoid overpromising.

A common mistake is turning the conversation into a defense of the company instead of listening for patterns and risks. Another is leaving with vague promises like 'we'll look into it' instead of a named owner and next step. Managers also sometimes ask leading questions that push the employee toward a preferred answer rather than uncovering the real blocker.

Yes. You can tailor the prompts for individual contributors, people managers, remote employees, or high-turnover roles by adjusting the probing questions and action-item fields. The structure should stay consistent so you can compare themes over time, but the examples and follow-up prompts can reflect the team's reality.

It can be paired with your 1:1 notes, employee engagement follow-up, or HR case tracking if needed. The most useful integration is a clear action-item handoff into whatever system your team uses for ownership and due dates. Keep the stay interview record separate from performance documentation unless your internal policy says otherwise.

If the employee raises a policy, conduct, safety, or harassment concern, stop treating it as a normal stay interview and route it through the appropriate HR or compliance process. Document only what is necessary, follow your organization's escalation path, and avoid promising confidentiality you cannot guarantee. The template should help you notice the issue, not replace formal reporting channels.