A successful investigation uncovers the facts of the situation and reaches a satisfactory outcome whilst abiding by investigative policies and processes. Every investigation aims to achieve this, but as an employer or investigator, how can you tell if success is where you’re headed in the middle of a complicated case? Considering how high the stakes of a workplace investigation can be, being able to identify if you’re on the right track or need to re-evaluate your current position is an invaluable asset. 

This involves being aware of the various elements that can impact decisions made during the process, including legal requirements, data collection and analysis, documentation, interviewing technique and level of due diligence. Each of these factors can change how transparent, just and reliable the investigation is perceived to be. Performing inadequately can not only harm the investigation but the organisation as a whole by jeopardising employee trust and public perception. 

Within such a context, understanding and recognising the presence (or lack) of signals that indicate a successful investigation is vital. This article will break down several key indicators and variables that contribute to the investigation’s success. Keeping an eye out for them as you navigate each stage of the case will help you manage and direct the case towards a satisfactory conclusion.

5 Signs of a Successful Investigation

  1. The Investigative Team

Investigations are rarely carried out alone and rely heavily on the dedication and participation of many different people including HR and management. The investigative team must be backed by management when it comes to securing funds, carrying out tasks, authorising access to relevant data or resources and ensuring cooperation from employees. Lack of such support can significantly impact the investigation’s ability to make meaningful progress and introduce hurdles such as long delays, employee resistance and lack of access to important information. 

Furthermore, the investigative team must consist of impartial individuals who can be objective when carrying out their duties and have adequate support to withstand any external pressures. They must also be trained in navigating the varying aspects of workplace investigations such as conducting effective interviews, collecting and analysing data and handling sensitive topics with professionalism. By having a team that meets these criteria, you can better rely on the decisions they make and increase the chances of a successful investigation.

  1. Resource Utilisation 

Resource availability and use can make or break an investigation. Each case will require an approach that accounts for its specific nuances, with variations in the tools, technologies and personnel needed. For example, the internal skillset may be lacking in some cases and expert input may be necessary. Other cases may require specific software or digital tools to sift through or find patterns in data. Allocating not only the appropriate amount of resources but the right kind as well, supports the investigative team at each stage of the case from evidence gathering to documentation. 

Without adequate resources, even the brightest of investigators will struggle to work efficiently enough, meet timeline demands and conduct a successful investigation. Investing in resources and making sure their potential is realised within the case optimises the quality of investigative processes. On the other hand, a lack of or poor resources can undermine the credibility and reliability of the investigation’s outcomes.

  1. Confidentiality Management

Confidentiality is a core element of the investigative process. Failure to maintain confidentiality not only risks harm to all parties involved, but it can also interrupt the investigation’s progress by compromising a witness’s cooperation and fostering distrust both within the investigative team and within employees.  When important information is leaked, potential witnesses may no longer feel safe to come forward and involved parties could face emotional distress before any conclusions are made on the case. 

One study found that 25% of employees don’t feel their workplace prioritises data privacy and security – within such an environment, workers are unlikely to want to share information that may be important to an investigation due to their doubts about confidentiality. Poor confidentiality management can also hinder the ability of an investigation to proceed quietly under the wings during the earlier stages, where it is not yet ideal to declare the onset of an investigation publicly. 

  1. Investigation Documentation

Strong investigative documentation is a sign of a successful investigation, one being conducted with transparency and attention to detail. Having a detailed record of each step taken like evidence collection, employee interviews and decision process allows one to track progress and identify where any issues or confusion have arisen. 

Having a trail of documented actions to follow also demonstrates a commitment to accountability and serves as important support material when concluding the case.  Following the conclusion of an investigation, strong record-keeping allows for reflection on the strengths and weaknesses of the case and also verifies the decision reached. It is also a necessity in legal contexts where poor documentation could pose challenges to the company in showcasing policy compliance. Without it, trying to defend the choices made could become difficult and cause reputational and financial damage. 

  1. Follow Up

A successful investigation doesn’t simply end forever once an outcome is reached. Ensuring that any issues identified have been addressed and decisions made have been followed through on is necessary for accountability. Investigative follow-up offers an opportunity to assess the impact of the outcome and determine if the core problem has been resolved or needs further attention. If your investigations are not being reviewed in such a manner, they are missing out on the ability to actively learn and improve from previous experiences and further optimise the process.

Additionally, following up with the parties involved in an investigation allows you to gauge their satisfaction and hear about any missed issues. This feedback helps prevent procedural gaps from going unnoticed and creates a culture of continuous improvement, leading to more successful investigations in the future.

How Polonious Can Help

For organisations aiming to enhance their investigative processes, Polonious’s advanced case management software supports all key elements of a successful investigation. Our platform allows for efficient resource management by offering access to essential tools and facilitating seamless collaboration between internal and external investigators. Learn more about Polonious and request a free demo today.