Workplace investigations don’t happen every day. But, when they do, you need to know how to manage them. And it isn’t just about disciplinaries and grievances. Changes in performance. Difficult relationships. And even unpicking customer feedback. They all benefit from structured investigation. But many managers in smaller businesses don’t have specialist HR support. And conducting workplace investigations feels overwhelming. So it’s important to understand what they are and how to manage them effectively.
To help build your knowledge, this is the first of three blogs about workplace investigations. I’ll explain what they are and what they involve. And later blogs cover why they’re important and how you can learn from other people’s mistakes. So, let’s start:
- types of workplace investigation
- the process for conducting workplace investigations
- essential skills for managing investigations effectively
- additional support available
Types of workplace investigation
Workplace investigations cover any situation where you need to understand why something’s happening. They include:
Behaviour and conduct concerns (Disciplinary). Unprofessional or disruptive behaviour has wide-reaching impacts on your business. Motivation, morale, absence and employee turnover can all be affected. So you must investigate reports of unacceptable behaviour. And take action to get things back on a positive track.
Grievances. Employees need courage to raise concerns, even those that appear minor. So take grievances seriously. Actively listen and objectively fact-find to help both parties better understand or accept a situation. And identify areas for change or improvement to prevent the issue happening again.
Individual performance. Missed targets or constant mistakes might be the result of work or personal pressures. So investigate any changes quickly. And offer appropriate support to resolve the issue.
Difficult working relationships. Workplace conflict impacts productivity and performance. So when relationships breakdown, move quickly and understand why. And identify the underlying issues so you can take practical steps to help people work effectively together.
Business change. Growth, restructure, redundancies. Not all change is negative, but any significant change impacts your business and your employees. So it’s important to investigate how they feel about proposed changes. And make informed decisions to support successful implementation.
Customer feedback. No-one wants customer complaints. But when you get them, it’s important to understand why – product quality, manufacturing processes, even internal administration. So investigate negative feedback and ensure you address and learn from it.
Business Development. Engage employees as you introduce new products or efficiencies. And seek their ideas about new business development plans. Investigate their suggestions and identify new ways of doing things. So you can grow your business.
So, workplace investigations aren’t just disciplinaries and grievances. They include any events that could impact business performance. But how do you complete one?
The process for conducting workplace investigations
Before you do anything, you need to know why the investigation’s needed. This gives direction and informs whether to apply an informal or formal approach. And identifies which HR policy you need to follow. It also provides a challenge.
Workplace investigations must be impartial and fair. So understanding why you’re investigating helps flag unconscious bias and highlights hidden agendas. And you must someone neutral to conduct the investigation. Whoever you select must be able to look objectively at the issues and ask relevant questions as they follow these steps:
- Understand the background: Historical issues and business context are key. So review any relevant background information. And identify areas requiring further questions.
- Exploratory conversations with colleagues: Understanding different perspectives. Drawing on a range of experience. And getting a balance of opinion. They’re all essential for a fair process. So don’t limit yourself. Speak to everyone you need to.
- Gather additional information: Conversations create questions. So verify comments with more facts. Review policies, meeting notes, company communications, data records. And clarify statements by checking multiple sources.
- Create a findings report: Identify the issues and any underlying causes. Then summarise the situation and draw conclusions. Where possible, make recommendations to avoid a repeat in the future.
Each investigation is unique. Yet these four steps should be evident each time. But it isn’t easy when you’re new to it and other priorities are calling.
Essential skills for managing investigations effectively
Workplace investigations can really benefit your business. Done well, they provide a robust report that enables informed decision-making. And they help your business move forward from complex situations. But you need an investigator with the right skills to prevent bias and provide actionable conclusions for your business. You must be:
- Impartial. You shouldn’t be involved with the situation or the people. You must be able to objectively review the information. And ask probing questions to understand the reasons behind the issue.
- Open and transparent. Employees find these conversations difficult. They’re concerned others will read their statements. And worry they’ll be punished for not supporting a new proposal. So you must put people at ease. And encourage them to share their views with you, honestly and openly.
- Available. Investigations take time. They require focus and attention. You need capacity to meet people, ask questions, follow up information, reflect on answers. And finally, write a considered report.
- Fair and open-minded. Not all investigations are straightforward. In fact, many highlight issues that need addressing. So you must have an open mind. And be willing to challenge business practices if they need to change.
Additional support available
Managing workplace investigations properly takes time and resources. It isn’t something to be fitted in between other priorities. And failure to do it thoroughly can cause issues to escalate. But there is an alternative to doing it yourself. You can ask for independent support and still get the information and reports you need.
I’m Debbie Morris, The HR Detective. An independent workplace investigator with over 20 years’ experience in HR. And I’ve managed various workplace situations. From performance issues to change programmes; disciplinaries to dysfunctional teams. So call my HR Detective hotline today and find out if I’m the right fit to support your company the next time you need to conduct an investigation.
