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14 Essential Employee Investigation Questions You Must Ask in Workplace Investigations
Conducting effective workplace investigations means finding out important information that can help you determine exactly what happened and how to proceed.
You will be garnering this information from employees who are involved or are witnesses to the subject of the investigation.
It is crucial that you maintain consistency during the workplace investigation process by asking every witness the same questions. And always ask open-ended instead of leading questions.
Effective Communication Strategies for Conducting Workplace Investigations
Begin all interviews by thanking the interviewee for his or her participation and cooperation.
Next, address the nature of what is being investigated and all issues by explaining that the matter under investigation is serious and the company has a commitment/obligation to investigate the claim.
Let them know that no conclusion will be made until all of the facts have been gathered and analyzed.
When questioning someone in a sexual harassment investigation, which may be sensitive and emotionally charged, it's important to be tactful and keep the nature of the situation in mind.
It is also important to tell interview subjects that any attempt to influence the outcome of the investigation by retaliating against anyone who participates, providing false information or failing to be forthcoming can result in punitive action up to and including termination.
Is your investigation subject telling the truth? Find out how to tell by downloading the free cheat sheet on Detecting Deception in investigation interviews.
There are specific questions to ask during an employee investigation for best results. Ask interview subjects to state their answers in their own words.
Top Employee Investigation Questions to Ask for a Thorough Workplace Inquiry
Investigation questions for the accused, include:
- Where and when did the action take place? Is it ongoing?
- Who committed the alleged inappropriate behavior?
- What exactly happened? Who else was present? In regards to employee investigations --- employee discrimination and workplace harassment cases can center on implied or perceived intent.
- How did you react?
- Did you ever indicate that you were offended or somehow displeased by the act or offensive treatment?
- Who else may have seen or heard the incident?
- Have you discussed the incident with anyone?
- Do you know of others who may have been affected by the actions? See if they will tell you who else may have been affected.
- Do you know whether anyone else reported the incident?
- How have you and your job been affected by the incident?
- Did you seek any medical treatment or counseling as a result of the incident?
- Are there any notes, physical evidence, or other documentation regarding the incident(s)?
- Is there anyone else who may have relevant information?
- What action do you want the company to take?
RELATED: 44 Investigation Interview Questions for the Complainant, Subject and Witnesses.
Frequently Asked Questions About Employee Investigations
1. What questions should I ask in an employee investigation?
In an employee investigation, it's important to ask questions that cover key aspects of the incident, such as where and when it occurred, who was involved, what happened exactly, how the employee reacted, whether anyone else witnessed the incident, and if there are any notes or documentation related to the incident.
2. What are good investigative questions?
Good investigative questions for an employee investigation include inquiries about the specific details of the incident, such as where and when it took place, who was involved, what exactly happened, how the employee reacted, whether there were any witnesses, and if there is any documentation or evidence related to the incident.
3. What should you not say in an HR investigation?
In an HR investigation, it's important to avoid leading questions, making assumptions, showing bias, or pressuring the interviewee into giving a specific answer.
4. What are key HR investigation questions for the accused?
HR investigation questions for the accused should focus on gathering clear and unbiased information. Common questions include: "Can you describe your version of the events?", "Were you aware of the company policies regarding this issue?", and "Do you have any evidence or witnesses that could support your account?" It's essential to ask open-ended questions to encourage the accused to provide a detailed response while maintaining neutrality.
5. What HR investigation questions should be asked to the reporter of the issue?
When interviewing the reporter (or complainant), HR should ask questions that clarify the incident and establish the facts. For example: "What exactly did you witness or experience?", "When did the incident occur?", and "Do you have any evidence to support your claim?" The goal is to gather accurate information while maintaining a neutral tone to ensure a fair investigation process.
6. What HR investigation questions should be asked to witnesses during an investigation?
Witnesses should be asked to provide objective accounts of what they saw or heard. Key questions include: "What did you observe during the incident?", "Can you describe the behavior of those involved?", and "Did you notice any changes in the accused's behavior following the event?" It's important to encourage witnesses to provide unbiased, factual details and ask them if they can provide any additional information that might help the investigation.
7. What is the purpose of an employee investigation in the workplace?
An employee investigation is conducted to assess allegations or concerns regarding workplace misconduct, such as harassment, theft, or violations of company policies. The goal is to gather facts, ensure fairness, and determine the appropriate course of action, ensuring a safe and respectful work environment.
8. How should you document the results of a workplace investigation?
Documentation is crucial for maintaining a transparent and accurate record of the investigation process. The investigation report should include key details such as the allegations, evidence gathered, questions asked, interviews conducted, and the final conclusions. This report serves as an official record that can be used for legal purposes or to support decisions made.
9. What are common mistakes to avoid during an employee investigation?
Common mistakes during an employee investigation include acting on biases, not interviewing all relevant parties, lack of confidentiality, and failing to document properly. It is important to remain neutral, gather all necessary information, and maintain a clear, thorough record to ensure the integrity of the investigation.
10. How do you ensure confidentiality during a workplace investigation?
To ensure confidentiality, limit access to the details of the investigation to only those directly involved. Avoid discussing the case with other employees or outside parties, and remind all participants about the importance of discretion. This helps protect the privacy of individuals and upholds the integrity of the investigation process.
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Download the free cheat sheet: Top 20 Questions to Ask in an Investigation Interview.