Problems can happen at any workplace regardless of whether it is a startup or a corporate business. Some problems can affect the working environment, and companies’ reputation, and can even land you in legal trouble. For example, according to the CDC, occupational violence is a leading concern in many American workplaces. If improperly managed, workplace tension can result in such issues. Therefore, it is better to know the standard process to conduct a successful workplace investigation. So, when you face a problem that needs investigation, you already know what to do.
This article covers a 10-step approach to help you conduct such an investigation. By following these general steps, you can avoid many future situations. Also, you can conduct training and make changes to the policy to steer clear of issues that ask for investigations.
1: Understand the Problem
Understanding the problem is the first step of the investigation process. When someone files a complaint, it is better to fully comprehend the problem instead of making quick rulings. See the problem from different viewpoints and how it can affect the company. You should understand the severity of the reported problem to see if it requires any action. Quick actions without listening to the sides concerned are generally not advisable.
2: Know When to Start an Investigation
For most everyday problems, an email addressing it to the person concerned would be enough. However, if the problem is complex and calls for a necessary investigation, do not hold back. But before starting, see the type of urgency the matter requires. Generally, it is better to resolve such problems sooner instead of delaying to another time.
3: Revisit Company Policy and Other Documents
An advisable step to take before actually starting the investigation is to go through company policy. Revisiting the company policy can help you shape the course of action. Also, in light of the problem you are facing, you can modify the policy for the future to avoid such instances. So, revisiting those documents can help you with many things.
4: Assign an Investigator
You need an investigator for the actual investigation process. Usually, the best practice is to assign someone unbiased and loyal to the company. If assigning an investigator from inside does not seem suitable, you can also hire an outside investigator. Again, do consider the complexity and severity of the problem even in appointing an investigator.
5: Share Your Findings with the Investigator
Once you have someone the charge of the investigation, share the problem-related information and your findings with them. Plan the investigation and how you are going to conduct it. In addition to planning at the beginning, be open to suggestions and suitable changes. Also, keep track of the developments made and discuss them on some set frequency.
6: Keep the Lines of Communication Open
During the whole investigation process, keep the lines of communication open not only for the investigator but for employees too. Make yourself accessible if employees want to reach you for discussion. Usually, important developments can be made by listening to your employees during an ongoing investigation. It is because useful info can come from any direction and any time. Also, be transparent with your investigator about the info you gather.
7: Conduct 1 on 1 Interviews
In addition to just listening to what they have to say, conduct interviews from your side as well. Ask your employees to have 1 on 1 discussion with yourself or your investigator. Include questions that get the most relevant info to your ears. Listen to both sides as well as the witnesses to give weightage to the information you receive. Another thing you can do is to note down their answers to your questions.
8: Assessment of the Info
After you have gone through all the previous steps, go back to the evidence gathered through interviews and other means. If you think the information is not enough, do not proceed toward action. Instead, go back to the previous steps to see what you missed.
In contrast, if you have enough data to solve the problem, do not hesitate to do so.
9: Take Required Action
The whole investigation process is to find out who is responsible for the problem and how you can fix it. So, when you have reached the root of the problem, take the necessary action that solves it. That action could be anything from warning emails to suspensions depending on the type of problem. But whatever that action may be, do not delay it or it could again cause issues for you.
10: Follow Up Process
Once the problem is solved, there are some steps you should take. One of those steps is to document everything from finding out about the problem to the investigation and the action taken. Documenting all this can save you from legal trouble and can also help make better talent acquisition strategies. Also, let your employees know that the problem has been solved.
