7 Tips for a successful investigation

A successful investigation can be time-consuming but allows the team to get to the bottom of the problem in a more efficient manner. What does it mean to have a successful investigation? Well, it really depends on the organisation. Generally, it refers to a process that is carried out in a timely manner without many issues along the way. A successful investigation should have guaranteed that any important details weren’t compromised or shared with third parties without the individuals’ consent. A successful investigation should also be able to lead to accurate outcomes and give the company useful suggestions for improvement. 

Tips for a successful investigation

The first step should always be to define what a successful investigation is. Based on that definition, the organisation can then take steps to achieve the goals set. If you don’t know where to start, here are some tips:

• Decide on an investigator who is experienced in the problem
• Start planning early
• Collect witness statements as soon as possible
• Consider all types of evidence
• Document even if uncertain
• Keep an open door
• Stay impartial, keep it confidential

Decide on an investigator who is experienced in the problem

Before starting the investigation process, it’s necessary to consider who should lead it. If the issue involves senior employees, an external investigator may be a better fit than an internal investigator team. An external investigator can be chosen according to their experience on the matter and will ensure a more objective process as they have no links to the company. 

The organisations will need to weigh the advantages and disadvantages:

• An internal investigator will be more familiar with the company policies, employees and culture. However, an investigation conducted by them could be subject to bias, and the process could take away time from their core tasks.
• An external investigator is more likely to be objective and have expertise on a certain topic but they can be more expensive and it can be hard to find the right one. 

If the investigator is empathetic, a good listener and great at building rapport with the individuals, then the investigation is more likely to be successful. That’s because people will be more likely to talk to them and trust them to carry out a fair process. 

On the other hand, if individuals perceive that the investigator is telling them half-truths and is playing favourites, they will be less likely to cooperate which can drag out the whole process. 

Start planning early 

Planning the scope of the investigation and the activities that will be undertaken before the process starts, highly increases the chances of a successful investigation. The team can sit down and set objectives, delegate tasks and decide how they will approach the interview stage of the investigation. Usually, investigations are only needed if the incident couldn’t be resolved or if it’s something more severe. Understanding the purpose behind the investigation and communicating any company needs with the investigation team can lead to a better outcome. 

As part of the planning stage, the investigators should also decide how the investigation will be documented and how each individual can update one another on the progress of their activities. This can be done through meetings or a case management system. 

For the interview stage:

It is necessary that the investigators develop a plan that will outline:

• Who will the interview first
• What their attitude will be during the investigation
• What questions they will ask
• What they hope to get out of the interview
• Who are the relevant witnesses
• How to adopt an unbiased approach

Planning the interview stage can be very beneficial as investigators can be prepared with the needed context to ask follow-up questions without leading the individual to a certain answer. 

Collect witness statements as soon as possible

If there are witnesses who saw what happened, then it’s important that the investigator team reaches out to them for an interview sooner rather than later. Witnesses can be influenced by things that they hear and with time, they may forget critical details of the incident. As they may not be directly affected by what happened, recalling information can prove difficult over time. Extra tip: It would be advisable to recommend that witnesses, as well as the key parties involved, write down their recollections of events. 

Having things written down will help them remember more details as one memory will trigger another and this will allow them to recall details easier in the future. A successful investigation can be achieved when all parties have a coherent story without contradictions.

Consider all types of evidence

In a digital world, CCTV footage and physical documents aren’t the only way to find out critical details. For a successful investigation, the team should request different types of evidence, including demonstrative and digital. Demonstrative evidence can provide technical information, such as illustrating the use of machinery, which can give investigators a better idea of all possible outcomes. 

Digital evidence, such as emails, social media posts, cloud documents and more, can help uncover serious issues such as bullying, theft and discrimination. Employees now spend more time messaging one another than they spend having face-to-face interactions. While digital evidence can provide a lot of context and can help paint a clear picture of what took place, it can be harder to trace. This is why the use of investigative tools can prove beneficial. 

Of course, there are more types of evidence investigators can consider such as audio recordings, images and videos. Our clients use Polonious to store their evidence during an investigation but also rely on us to help them keep track of all their actions. This enables them to keep private information secure and save valuable time as they don’t have to focus on manual tasks. The more direct evidence the investigators have, the better it is, as it guarantees a more successful investigation. 

Document even if uncertain

When it comes to documentation, in certain circumstances, there is no such thing as too much documentation. Documenting the investigation process can be beneficial for multiple reasons:

• It can help the investigators determine whether any steps were missed/overlooked. That way they can trace back the steps they took and fix any errors early. 
• It allows the company to identify areas for improvement. By keeping track of actions taken, the business can decide whether something could have been done better.
• It can protect companies from legal ramifications. Documenting the investigation process can help organisations defend themselves by showing that they took every reasonable step they could have to ensure a fair and thorough investigation.

Through documentation, a successful investigation means that the company can improve but also avoid legal trouble if it comes to it. But what should you document? Pretty much everything including:

• Reasons for investigator chosen
• Timeline of investigation
• People involved
• The incident (Date, Time, Location, Frequency)
• The investigation process
• Follow up questions
• Evidence gathered
• Outcomes
• Investigation report
• Disciplinary actions

The list is ongoing and can be adapted to fit the initial goals of the investigation. 

Keep an open door

Investigations are not a fun time for anyone. They can be overwhelming and can create a lot of stress for individuals. To ensure that employees make it out okay, ensure that they have the necessary resources to seek help if they need it. Not only from mental health professionals, but their own managers as well as the investigation team. People may have questions regarding:

• The timeline of the investigation
• What the possible outcomes could mean for them 
• What the next steps are
• Any expectations
• Potential evidence they can provide
• Any concerns they have

Keeping an open door and encouraging employees to take care of their health and wellbeing contributes significantly to a successful investigation. A successful investigation doesn’t just mean being on time, as cost-efficient as possible and confidential at all times. It also means that employees feel respected, and taken care of and the whole process has the least possible impact on their wellbeing. 

Stay impartial, keep it confidential

To wrap things up, there is nothing better than approaching an investigation with an open mind. A successful investigation heavily depends on individuals striving for a fair and objective process. This goes back as to why an external investigator may be chosen over an internal investigator. Prejudices and biases based on characteristics irrelevant to the case at hand have to be avoided. 

Moreover, take any steps possible to maintain confidentiality and protect the identity of all individuals involved in the process. 

The key to conducting a successful investigation

There are many ways to achieve a successful investigation, including employing a case management system. Through Polonious, our clients have managed to hit their investigation goals by changing their workflows, automating their manual tasks and connecting with everyone from one place. This has allowed them to save a lot of time and money as less resources are allocated to carrying out the process. 

Our system allows them to conduct online interviews, save all their data in a secure space and access everything they are responsible for wherever they are. Do you want to learn more? Take the step towards a more successful investigation today and book a demo.