Achieving the best investigation is a goal every professional wants to work up to when it comes to workplace investigations. Whether a business is working through compliance violations, fraudulent activity or addressing grievances, simplifying the case management processes has a major impact on the organisation’s success. Throughout the years, our team at Polonious has worked with different types of companies, in various industries and with very diverse needs. We have assisted numerous teams with achieving the best investigation possible. Let’s see how. 

Move past traditional investigation management methods

What does the best investigation look like for you? If you are reading this article, it’s likely that your business or your organisation still relies on classic methods – spreadsheets, pen and paper, and disconnected methods of communication – the management of an investigation can quickly become a nightmare. These approaches often lead to:

  • Disorganised data and inefficient processes. These can slow down case completion. Disorganisation and inefficiency can also frustrate teams and lower the focus on high-priority tasks.
  • Poor accountability due to ambiguous assignment of tasks and lack of visibility. It becomes difficult to hold anyone accountable for actions or decisions.
  • Poor training that negatively impacts data-informed decision-making and strategic planning. Only when reporting is precise will it be possible to identify patterns and improve processes, but traditional reporting methods rarely offer this transparency.
  • Compliance risks due to missed deadlines, incomplete documentation, and broken processes. These risks can also result in legal penalties or tarnish an organisation’s reputation.

These practices can deplete valuable resources while also putting organisations at risk for reputational, operational, and financial repercussions. Without the proper tools at their disposal, investigators risk being quickly overwhelmed, which negatively affects investigations and case management as a whole. Moreover, the fact that different tools are disconnected and there isn’t a strong integration between systems can cause some areas to have more up to date information than others 

Centralise case information

All case-related data – from evidence and reports to communication logs – is securely stored in a Polonious. This means no more separate tools used for tracking and reporting, and your team can get accurate, real-time information. With a user-friendly interface that lets users locate and manage important details quickly, our system substantially reduces information searching time and the possibility for errors. Centralisation also helps businesses maintain consistency, ensuring that everyone works using the same information rather than bits and pieces of it. 

Enhance workflow efficiency

The key to achieving the best investigation? Efficiency. 

Polonious automates crucial activities like assigning tasks, sending reminders and following up on tasks. The presence of customisable workflows ensures every case is addressed in a structured and timely manner, minimising the risks of human error and delay. Different organisations, different investigation types, and different clients require different approaches, so teams are able to customise workflows for particular types of investigations with ease. Not only does this flexibility increase efficiency, it also increases the quality of the process, bringing the team a step closer to achieving the best investigation. By automating repetitive tasks, Polonious also allows staff to focus on their core activities, which boosts their productivity.

Ensure compliance and accountability

Polonious audit trails capture every action that is taken in an investigation. From documenting evidence to approving reports, to assigning tasks, every action is documented for transparency and compliance with industry regulations. These detailed records give companies confidence that they can adhere to strict regulations, avoid fines, and retain a good name in their field. It ensures that steps aren’t skipped, everything is going according to plan and investigators can also come back and check where they went wrong. Investigators can let the system keep them on track, which decreases the chances of oversights and allows the process to run smoothly and without stress. 

best investigation

Generate insightful reports

Data-driven decision-making is what leads to the best investigation. Polonious provides advanced reporting to help users track progress updates, monitor performance and identify opportunities for improvement across cases. These reports can be tailored to the specific needs of the investigation team, providing insights into case timelines, case outcome, resource utilisation, etc. What you do with this data is how you make decisions that help you progressively improve. Better reporting can also help leaders show the value of their department and request needed resources.

Boost collaboration

The best investigations always have great levels of collaboration. Investigations often involve not only the internal investigation team but sometimes also external consultants and legal advisors. Collaborating with internal and external parties using Polonious helps to create a collaborative practice as it enables secure sharing and communication within the platform, document sharing, and real-time updates. This keeps everybody on the same page to minimise miscommunication and create efficiency in team collaboration. Role-based access controls ensure sensitive information is shared with only authorised parties, adding another layer of security. 

How do our clients use Polonious?

When our clients try to plan the path towards the best investigation, the first step is always employing Polonious. They use our system in:

Fraud investigations: With our numerous integrations, software can identify red flags that are instantly sent to us, so investigators can analyse data, and keep all information in one place to prevent inconsistencies. They can then determine whether they need to look further into raised red flags. When companies have clear records, they can solve cases quickly and build strong defenses against future fraud.

Employee grievances: Our 24/7 whistleblower hotline and custom webforms collect complaints through structured workflows, private channels, and it is completely anonymous. This means that employees feel more comfortable reporting grievances and raising problems that could hinder future success, safety and growth. When grievances are addressed in a timely manner, organisations can enhance satisfaction levels of employees while building a positive workplace culture.

Once complaints are received, we ensure that investigators feel supported in looking into them at every step of the process. 

Ready to achieve the best investigation?

Polonious automates every aspect of every case from beginning to end, allowing your team to do what they do best – resolve issues and drive better outcomes. Streamline your investigation with centralised information and strong reporting tools and your organisation will spend less time, less money and achieve more!

If you are ready to upgrade your case management operations, you should give Polonious a chance. Book a demo today and find out how our case management system can make life easier for your investigation team with every case they work on.