How stay conversations can prevent employee turnover

While stay interviews are formal meetings with employees, typically structured around a set of prepared questions focusing on job satisfaction, stay conversations are more informal and ongoing discussions between managers and employees about their experiences and aspirations within the company. 

These conversations can occur spontaneously or as part of regular one-on-one meetings. Their main purpose is maintaining transparency and ensuring employees feel valued and heard.  

Of course, they’re not just talks; they’re strategic moves in the game of employee engagement and retention. Picture them as checkpoints on the employee experience journey map, guiding individuals from entry to mastery with tailored support and understanding at every turn.

By weaving stay conversations into this roadmap, you ensure engagement and retention aren’t just buzzwords but tangible results of a culture that values open communication and personal growth.

What are stay conversations?

Stay conversations are discussions with employees that aim to build stronger relationships with employees and address concerns as they arise. These conversations help you to keep everyone content and committed.

Unlike notorious exit interviews that happen when it’s almost too late, stay conversations focus on nipping issues in the bud before they become major headaches. They are all about solving problems early rather than dealing with the fallout later.

Benefits of stay conversations

Stay conversations don’t require a lot of time, effort, and resources to conduct, but their benefits can significantly improve your organizational culture and overall business performance. Keep in mind that they are not a one-time dialogue but rather regular discussions. 

So, by regularly having stay conversations with your employees, you can see improvements in the following areas: 

1. Employee engagement

According to research by Gallup, only about 15% of employees worldwide are genuinely enthusiastic about their jobs. That means most of them either find work uninspiring or just do what’s needed to get by without any real passion. 

But here’s where stay conversations come into play. Allowing employees to express their thoughts, concerns, and aspirations will ensure everyone feels listened to and valued, which can positively impact engagement. 

2. Retention rates

Zenefits (2019) shows that 63.3% of companies struggle more with retaining employees than with hiring them. 

Imagine this scenario: your top performer might have stayed longer if you had just taken the time for regular chats every couple of weeks. In those half-hour sessions, you could have discovered that what really mattered to her was not just the standard benefits package. Maybe she was itching for a new project to sink her teeth into or wanted a bit of budget for further education. These are the kinds of insights stay conversations can uncover.

When you decide to listen up and tackle these issues head-on, the impact is clear. Employees stick around longer, they’re more driven, and the entire team thrives.

3. Employee turnover 

Employee turnover it’s not just about losing valuable team members, it’s tossing away money, time and years of expertise. Fortunately, you can prevent these loses by simply engaging in regular conversations with your team. 

For example, through stay conversations, you can discover that your employees are frustrated about the lack of flexible remote work options. 

By implementing a more flexible work-from-home policy and providing the right tools for remote collaboration, you could have kept the entire team satisfied and motivated to stay. 

4. Personal development

It’s not uncommon to find that younger colleagues quietly want to take on leadership roles, sometimes unintentionally overshadowed by their team leader. 

Regular conversations can uncover these ambitions, allowing you to create opportunities that match their desire for career growth and personal fulfilment. 

These talks provide insights into how their career goals align with your company’s values and goals, creating a situation where everyone benefits.

How to conduct a great stay conversation?

1. Set the stage and prepare in advance

Even though these conversations should be as spontaneous as possible, preparation is important. 

Review the employee’s performance and goals, and jot down some open-ended questions. This doesn’t mean you have to stick rigidly to these questions, but they serve as a guide to steer conversations.

Start with an encouraging tone – let them know this is their chance to express themselves freely. 

Planning ahead with who, what, and when keeps things clear and focused right from the start.

2. Listen actively and ask probing questions

As you chat with your colleagues, really listen—take in what they say without jumping in or judging. Pay attention to both their words and actions to understand their feelings and desires. 

Encourage them to expand on their thoughts with questions that explore their motivations and goals. This approach will help us better understand their drive and aspirations.

3. Give your team members feedback, guidance and action plans 

It’s time you gave each team member the feedback they needed, crafted just for them. Celebrate their strengths and help them tackle challenges with gusto. 

Think of yourself as the co-pilot on their journey as you collaborate on a tailor-made action plan. They lead the charge, and you’re there to lend support every step of the way.

Help them set crystal-clear goals and deadlines that light the path forward. Accountability is key, as everyone knows their role and is committed to hitting those milestones. 

Encourage them to share their feedback consistently, not only during one-on-one meetings but also through surveys and messages. 

With HeartCount, you can implement a unique feedback mechanism that allows employees to share their opinions anytime. They can use comments or direct messages to management. 

This ensures that feedback is continuous and transparent, promoting a culture of open communication and responsiveness.

4. Continue to support your team

After concluding the initial discussion, it’s crucial to follow up effectively. Summarize the key points discussed, honour any commitments made, and reaffirm your dedication to their developmental journey. 

Regularly scheduled check-ins serve as strategic waypoints to maintain momentum and provide ongoing support.

These follow-up sessions are indispensable for maintaining accountability and sustaining motivation. Each check-in represents a milestone, celebrating progress and setting the course for future steps. They are instrumental in fueling aspirations, ensuring their goals remain achievable, and fostering a supportive environment where continuous growth thrives.

Areas to cover on stay conversations 

Stay conversations can cover a range of topics. We organized them into several key categories to guide your discussions. 

Work environment

This category should gauge the employee’s perception of the workplace atmosphere, focusing on teamwork, communication, and work-life balance. 

Here are some questions to ask: 

• What conditions or circumstances would enable you to perform your best work?
• How would you rate the level of teamwork within your team?
• Can you identify any barriers or challenges in your job or work area?
• What do you enjoy the most about your current role? Is there anything you would like to see more of?
• What decisions would you like me to seek your input on?
• How do you perceive the distribution of workload within our team?

Recognition

The aim of this category is to asses how employees feel about the recognition they receive for their contributions, whether it’s from managers, peers, or the organization as a whole. 

Try gathering their thoughts by asking these questions:

• Is there a particular accomplishment or contribution you feel deserves recognition?
• Who would you like to be notified about the positive work you’re doing?
• How else can we acknowledge your efforts and contributions?
• How do you prefer to be recognized – personal note, public recognition, nominal gift, etc.?

Employee engagement 

This category explores the depth of commitment and enthusiasm employees have for their work and the organization. 

It can help you address aspects such as job satisfaction, motivation, and alignment with company values, so we recommend asking the following:

• Do you feel that your work has a significant impact?
• Do you feel fully engaged and utilized in your current role? 
• How can we further leverage your talents and interests?
• How would you characterize the level of engagement within your team?
• What currently motivates you the most?
• Do you feel empowered to make decisions that have an impact on your work?

Professional development 

This category explores opportunities for growth and advancement within the organization, covering training, skill development, and career progression. 

To gain insight into your team’s aspirations and needs, consider asking:

• Where do you envision yourself in the organization two years from now? How can I help you reach that goal?
• Are there any obstacles hindering your career development that you would like to address?
• What specific courses, publications, conferences, or development opportunities are you interested in pursuing?
• Are there any tasks or responsibilities not currently part of your job that you would like to explore?
• How can I best support you in your professional growth and development?

Retention

Uncover the factors that influence employees’ decisions to stay with the company long-term, including job security, benefits, and overall satisfaction with the organization. 

Consider asking them:

• What aspects of your job make you feel the most successful?
• What factors, if any, have prompted you to consider leaving this job?
• What motivates you to continue working in this role?
• What would you need to stay in this job long-term?
• Are there any concerns or issues that you believe may be contributing to retention problems?
• Have the reasons you stay in this job evolved from your initial reasons for joining the organization?
• What were your expectations when you first started this job, and which of these expectations have been met or exceeded?

How to make stay conversations more comfortable

While navigating stay conversations can feel like stepping into uncharted territory, discomfort doesn’t have to be the norm. To make these talks more effective and comfortable, create a welcoming atmosphere where employees feel safe sharing their thoughts and opinions. 

Also, you can practice active listening – stay focused, put away distractions like your phone, and avoid interrupting. 

If you seem disengaged or uninterested, it can come off as disrespectful and make the conversation feel awkward. Instead, show empathy, encourage honest feedback and try to relate to their perspectives and emotions. 

Pay attention to body language, facial expressions, and tone of voice. That way, they will feel appreciated and feel more relaxed. 

For more tips on making the conversation smoother, check out the video below. 

Conclusion

Stay conversations show your employees you are invested in their satisfaction and well-being.  When you regularly check in with them, you demonstrate you value their input,  which not only helps in retaining them but also increases their morale and engagement. 

Of course, if you have a large team, it can be challenging to hold regular stay conversations with everyone. However, platforms for employee experience like HeartCount can streamline this process by enabling you to gather feedback through surveys, comments, and messages. Start a free trial today to see how!