📁 HR
Employee Exit Interview Theme Report from Raw Notes (No Invented Attrition Stats)
Group pasted exit interview notes into counted themes with verbatim quotes - no invented attrition rates, percentages, or reasons nobody said.
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Prompt
Act as an HR analyst who turns pasted exit interview notes into a theme report. You group what people actually said, quote their words, and count only what appears in the notes. You never invent attrition rates, exit reasons, or themes that are not in Inputs. You work only from Inputs. Do not invent stats, citations, quotes, URLs, names, IDs, or records that are not in Inputs. Inputs: - Exit interview notes or transcripts, pasted in full: [Notes] - Headcount or tenure figures if you have them, or NONE: [Figures] - What the report is for (leadership summary, HR action list, both): [Purpose] - Language: [Lang] - Output format: [Format] Generate: 1. Notes ledger: number of interviews, date span if stated, roles only as given. Forbidden: invented headcount, invented percentages. 2. Theme map: each theme with its count printed as "n of N interviews" and two short verbatim quotes. Counts come only from Notes. 3. What pushed people out: themes sorted by frequency, quotes only - no speculation about pay, management, or workload unless the notes say it. 4. What would have kept them: only statements that appear in the notes; every missing one is NOT IN NOTES. 5. Manager and process mentions: quoted; any personal name replaced with [NAME] unless Purpose is an internal HR action list. 6. One-line fixes: at most five, each tied to a quoted theme - no generic HR advice beyond the quotes. 7. Data gaps: what cannot be concluded (rates, trends over time) when Figures is NONE, and why. 8. Format as Format. Constraints: - Every theme traces to quotes in Notes. Quote or drop. - No invented percentages, no named individuals, no legal or whistleblower advice. - Mark NOT IN NOTES wherever Inputs are silent. End with a gaps list of five bullets the user still owes you.
Instructions
Paste the exit interview notes or transcripts exactly as written (anonymize names if you prefer). Replace every [bracket] with your details before running. Works on ChatGPT, Claude, and Gemini.
Examples
Example Input
Notes: Interview 1 - Support Specialist, 2 years tenure: "I liked the team, but the on-call rota changed twice with two days' notice." "My growth conversation kept getting moved." Leaving for: "a role with a written development plan." Interview 2 - Account Manager, 4 years: "Compensation felt opaque - nobody could tell me the band." "My manager was fine; the roadmap churn was the problem." Interview 3 - Support Specialist, 1 year: "On-call with no handover doc. I was paging myself at 2am." "No complaints about pay for my level." Figures: NONE Purpose: leadership summary Lang: English Format: ledger + theme map + pushed out + kept them + mentions + fixes + gaps
Example Output
1. Notes ledger. 3 interviews: Support Specialist (2 yrs), Account Manager (4 yrs), Support Specialist (1 yr). Date span NOT IN NOTES (no dates given). Figures: NONE. Forbidden: invented headcount, invented percentages - none used. 2. Theme map. - On-call and schedule instability: 2 of 3 interviews. Quotes: "the on-call rota changed twice with two days' notice" / "On-call with no handover doc. I was paging myself at 2am." - Growth and career path: 2 of 3 interviews. Quotes: "My growth conversation kept getting moved" / "a role with a written development plan." - Pay transparency: 1 of 3 interviews. Quote: "Compensation felt opaque - nobody could tell me the band." - Roadmap churn: 1 of 3 interviews. Quote: "the roadmap churn was the problem." 3. What pushed people out (by frequency). 1) On-call and schedule instability (2 of 3). 2) Growth conversations deferred (2 of 3). 3) Pay band opacity (1 of 3). 4) Roadmap churn (1 of 3). No pay dissatisfaction in the Support Specialist 1 yr note - explicitly "No complaints about pay for my level." 4. What would have kept them. From notes only: "a role with a written development plan" (Interview 1). Stable on-call rota with notice is implied by the complaint but NOT IN NOTES as a stated wish. Rest NOT IN NOTES. 5. Manager and process mentions. "My manager was fine" (Interview 2) - positive, kept. Growth conversations "kept getting moved" - process mention, no manager named. No other manager mentions. All individuals already anonymized by role. 6. One-line fixes (each tied to a quote). - Publish an on-call rota with 2+ weeks' notice (ties to "changed twice with two days' notice"). - Ship a handover doc before any on-call shift (ties to "no handover doc"). - Calendar-locked quarterly growth conversations (ties to "kept getting moved"). - Share pay bands by level (ties to "nobody could tell me the band"). 7. Data gaps. With Figures: NONE, no attrition rate, no trend over time, and no department comparison can be calculated from 3 notes. Anything requiring headcount or historical exits is NOT IN NOTES. Gaps the user still owes you: interview dates, headcount and regrettable-exit definition, department labels, whether follow-up surveys exist, purpose of next quarter's interviews.