How to run a smooth and fair workplace investigation

Imagine these scenarios…

• One of your employees has had an accident at work and hurt themselves
• You’ve noticed that money is missing from the till
• An “I wish to raise a formal grievance” email has landed in your inbox

In situations like these, you need to complete a proper workplace investigation.

What exactly is a workplace investigation?

At its heart, an investigation is just a structured way to gather facts about what did or didn’t happen.

It’s not the same as a disciplinary process–it comes before that stage and helps you to figure out if any further action is needed.

Many business owners skip this key step or do it too casually, which can lead to:

• Decisions based on incomplete information
• Increased tension between team members
• Potential claims of unfair treatment
• Legal risks if proper procedures aren’t followed

A 5-step approach to workplace investigations

1. Gather the facts and pick your investigator

The right investigator makes all the difference. Look for:

• Someone neutral who wasn’t mixed up in the situation
• Someone with investigation know-how (or guided by someone who has it)
• Someone patient who can stay objective

For smaller businesses, this might be a manager from another team or an external HR consultant who can bring fresh eyes to the situation.

2. Interview everyone involved

Good planning makes interviews go smoothly:

• Jot down clear, open questions before you start
• Keep your approach consistent with everyone
• Take good notes or record the chat (with permission)
• Let people bring a colleague for support if they want
• Stay calm and non-judgmental, even when things get heated

Remember that people might be nervous or on edge. A friendly but professional approach helps you to get to the truth.

3. Review the evidence carefully

This is where your detective hat goes on:

• Sort facts from opinions
• Spot patterns and things that don’t add up
• Check what your company policies say
• Think about the bigger picture
• Weigh up how reliable different stories are

Take your time to build the full picture rather than rushing to conclusions.

4. Communicate the outcome clearly

Once you’ve figured things out:

• Don’t sit on the results for too long
• Be straight about what happens next
• Talk to people privately and kindly
• Explain how you made your decision
• Be ready for questions

How you share the news matters almost as much as what you’re saying.

5. Keep records and check in afterwards

The job isn’t done when you share the results:

• Keep records of everything you did
• Check in with everyone involved in the weeks after
• Think about what might prevent similar issues
• Take a fresh look at your policies – do they need tweaking?

Good notes protect your business and show that you’ve been fair and thorough.

Making investigations less stressful

Investigations can be tough, but having a plan makes them less stressful for everyone:

• Set realistic timelines and keep people in the loop
• Keep things confidential – no gossip
• Make sure everyone has support
• Stick to the facts, not personalities
• Remember that doing it right protects everyone

Even the messiest situations become doable with the right approach.

When you need extra support

If you’re dealing with a tricky investigation or just want to make sure you’re on the right track, an HR consultant can:

• Walk you through the process step by step
• Step in as a neutral investigator
• Help you to talk to everyone involved
• Take the weight off your shoulders
• Make sure you’re ticking all the legal boxes

If you’re facing a situation that needs careful handling, we can guide you through it and take the pressure off.

Drop us a line for a confidential chat about how we can help.