How should a company conduct an investigation?

PUBLISHER: ABSOLUTE HR SOLUTIONS

When investigating allegations of harassment, favoritism, etc, it is vital to follow a structured process that is outlined in writing in order to limit liability while determining the facts and making a decision. When an investigation is conducted, consider the following:

• Acknowledge the seriousness and your approval of bringing the information to your attention.
• Outline the process for the complainant.
• OPTION: Depending on the complaint, you can base your decision to proceed on the complainant's desire to proceed. Otherwise, inform the complainant that you will investigate regardless of their desire to have you proceed.
• Ask the complainant to describe exactly what they witnessed and stress that all discussions are completely confidential.
• Ask the complainant to provide you with a written statement.
• Follow up with the complainant once the investigation is done.
• Document all your conversations - include names of those present and dates.

When talking with witnesses:

• Ask for specific information.
• Ask if the action/behavior being investigated has occurred in the past.
• Interview all possible witnesses and document all conversations.
• Investigate/visit the location of the incident if possible.
• Do not use employee names when talking with witnesses. Instead ask if the behavior in question was observed and by whom.
• Ask witnesses and the complainant for possible solutions.
• Consult with legal counsel if the behavior/action could be a violation of law.
• Follow up with all parties once the investigation is done.