Investigation meetings are often conducted during the course of a workplace investigation. Workplace investigations may be launched for a number of reasons, including workplace harassment complaints. The investigation meetings are an important step in gathering evidence and witness accounts to corroborate any claims regarding a workplace incident.
Note: A workplace investigation must not be conducted by someone who is implicated or under the direct control of the implicated individual.
This article outlines some guidelines for how to perform an investigation meeting.
If you have any questions about this or a related topic please reach out to us at hr@workforcewins.com.
Do's and Don'ts
- Do ensure the meeting is held in a private location that is not likely to be interrupted, overheard, or seen.
- Do conduct the investigation meetings promptly following a complaint.
- Do interview any relevant witnesses identified separately.
- Do have an outline of the topics to cover ready ahead of the meeting.
- Do disclose identifying information only to the extent necessary to conduct the investigation.
- Do remind each participant/interviewee that they are obligated to keep confidential the information discussed in the meeting.
- Do listen intently and allow the interviewee to take their time in formulating a concise response to your questions.
- Do allow the interviewee to read your notes, if applicable, and verify the accuracy of those notes.
- Do remain neutral.
- Do ask the interviewee if they have any questions.
- Don't make empathetic remarks, even if well-intentioned.
- Don't allow biases to cloud your judgement.
- Don't prohibit employee from seeking legal advice.
Sample Meeting Process
- Welcome: ‘Thank you for coming’.
- Outline the purpose of the meeting: ‘You have been identified as a witness to..." or " A complaint has been made against you for..." or "We would like to better understand your complaint and have a few questions for you..."
- Ask open-ended questions: ‘Tell me what happened..." or "Anything else you wish to tell me?"
- Collect specifics that will help with the investigation: "What is it you were doing at this point?"
- Review your notes with the interviewee: Allow the interviewee to review your notes for accuracy at the end of the meeting, if applicable. Get the interviewee to sign off on the accuracy of the notes if appropriate.
- Next Steps: Notify the interviewee what next steps in the investigation will be without providing any confidential information.
- Questions: ‘Do you have any questions? If any questions arise please let me know and we will do our best to address them.’
- Thank you: ‘Thank you for your time and candor.’