How to Use Stay Interviews to Fix Employee Retention Problems

Understanding the Power of Stay Interviews

Employee turnover is one of the most expensive problems businesses face today. But what if the solution doesn’t lie in better perks or tighter policies—but in simply listening? That’s where stay interviews come in. Unlike exit interviews, which occur after an employee has already decided to leave, stay interviews are proactive. You talk to employees while they’re still invested and ask them why they choose to stay—and what might cause them to leave. The main keyword here, stay interviews, is not just a tactic; it’s a philosophy of retention-focused leadership. So why are many companies still not using them? Maybe they underestimate their power. Or perhaps they don’t know where to start. Let’s change that.

What Makes Stay Interviews So Effective?

Most managers think they know why people leave. Better pay. Career changes. Leadership conflicts. While these can absolutely be factors, research shows it’s often much more nuanced. People leave when they feel unseen, unheard, and undervalued. Stay interviews give employees a low-stakes, ongoing opportunity to share their experiences before dissatisfaction builds. It's like taking care of a garden before the weeds take over. A 20-minute structured conversation can reveal more than months of metrics and surveys. So yes, they’re that effective—and surprisingly simple to execute.

Implementing Stay Interviews Step-by-Step

Like any worthwhile initiative, success with stay interviews depends on the details. The structure, timing, and tone matter. Badly conducted stay interviews can feel like interrogations. Done right, they cultivate trust and loyalty. Here’s how you can bring them to life in your organization:

Step 1: Choose the Right Time

Don’t wait for signs of disengagement. Stay interviews should be a structured part of your quarterly management process, ideally during a calm, non-review related period. Timing them around major work anniversaries or after the completion of big projects also works. This shows employees that their development and satisfaction matter even when they’re not in crisis mode.

Step 2: Prepare the Questions

You don’t need a long checklist. In fact, less is more. Aim for these core questions:

• What do you look forward to each day at work?

• What do you dread?

• What could tempt you to leave?

• What talents are not being used in your current role?

• How can I better support your goals?

Ask open-ended questions with genuine curiosity. This isn’t just a script—it’s a dialogue.

Step 3: Train Your Managers

The people conducting stay interviews need to be equipped with empathy, listening skills, and confidentiality awareness. Not everyone excels immediately, so consider a workshop or coaching session to help them build confidence. Encourage them to resist the urge to defend the company during the conversation. If employees don’t feel safe expressing themselves, they’ll edit their truth—and the power of the process is lost.

Step 4: Follow Up

This is where many companies drop the ball. Conducting a stay interview is only step one. Acting on the feedback is what builds trust. Managers should document the conversation and co-create one to two actionable goals with the employee. Whether it’s more flexibility, clearer goals, or a mentorship opportunity, each step forward shows your commitment to improvement. Even if you can’t implement every piece of feedback, acknowledging it and explaining why still reinforces respect.

Benefits Beyond Retention

Stay interviews aren’t just a retention strategy—they're a culture enhancer. When employees feel safe to express what they value and miss, you tap into an engine of innovation. Managers learn what makes each team member tick, which can transform workflows, increase accountability, and create career paths that align with people’s strengths. It also reduces resentment. Employees feel seen. Leaders get insights without playing guessing games. And when new talent interviews your team before signing on, they’ll feel the engagement in the air. That’s recruitment through reputation.

Real-Life Example: A Small Shift, Big Win

Take Jenny, a mid-level marketing manager at a software company. Her performance was steady, but her spark had faded. Her boss almost passed it off as burnout. But during a casual stay interview, Jenny revealed she missed leading projects—something she loved in her old role. Within a month, she was put in charge of a product launch team. Her enthusiasm bounced back overnight. Months later, she’s still with the company and thriving. Her story shows how something as simple as being asked, "What’s missing for you right now?" can open a door you didn’t even know was stuck.

When Stay Interviews Go Wrong

Of course, not every stay interview will be a home run. Sometimes, employees won't be completely honest. Or worse, they open up—and nothing changes. If you're collecting feedback and shelving it, the process becomes performative. Employees will lose trust fast. That’s why accountability is crucial. Leaders must be trained to not only gather insights but also to communicate realistic expectations. “We might not be able to fix everything, but we deeply value what you’ve shared and we’ll work toward improvement.” That kind of honesty goes a long way.

Best Practices to Keep in Mind

Here’s a checklist to optimize your stay interview strategy:

• Keep it confidential and non-evaluative.

• Hold interviews in a neutral, relaxed setting.

• Consider skipping direct supervisors for more openness.

• Document insights without attaching them to performance reviews.

• Close by summarizing what was heard and what actions will follow.

This is about demonstrating care consistently, not just checking a box. It’s culture in action.

FAQ: Stay Interviews Explained

1. How often should stay interviews be done?

Ideally, stay interviews should take place once or twice a year, depending on the organization’s size and manager bandwidth. Key moments like work anniversaries or role changes can also be great triggers to schedule them.

2. Who should conduct stay interviews?

Stay interviews are best conducted by either direct or skip-level managers who have been trained to listen actively and record feedback discreetly. HR can support by providing tools and follow-up best practices.

3. What if an employee shares something negative during a stay interview?

That’s actually a good thing. Negative feedback offers a chance to address concerns before they escalate. Make sure you listen without judgment, thank them for their honesty, and either commit to a follow-up or explain what can be changed realistically.

So, what would your employees say if asked why they stay? Maybe it’s time to find out. The answers might surprise you—and could unlock the key to lasting engagement and a healthier culture. Start small, stay consistent, and most importantly, stay curious.