What’s Causing the Costly Delays in your Workplace Investigations?

It’s the aim of any employer to deal with workplace investigations as efficiently as possible to minimise the impact on affected employees and work processes. But no matter how effective your investigative protocol may be, there are many instances in which delays are unavoidable. Seemingly straightforward investigations can quickly turn complex, certain resources and witnesses may not be available and external dependencies (e.g. legal counsel or law enforcement) can all impact the duration of an investigation. In such cases, employers and investigative teams need to adjust to changes in the timeline and mitigate any potential consequences of the delay.

While efficiency is a priority in investigations, it takes a backseat to ensure a fair and thorough outcome. Delays may not be ideal, but encouraging speed in favour of due diligence can undermine investigative outcomes by lowering trust and increasing the risk of mistakes. Errors can cause even larger consequences down the line, including legal and financial ramifications—not to mention damage to the company’s reputation. This is why it’s important not to prioritise removing the delay entirely, but rather manage it in a way that minimises how long it lasts without compromising accuracy and fairness. 

Causes of Delays in Workplace Investigations

As stated above, even if you finetune your investigative processes for maximal efficiency, some factors are beyond organisational control and can result in unavoidable delays. Alongside this category of causes, delays can also be caused by issues within your control that you didn’t foresee happening and can’t correct or adapt to without a delay occurring. In either case, many potential reasons for delays are actually common across industries and organisations of all sizes. The following briefly covers some of the recurring causes of investigative delays in workplaces: 

1. Evidence Management

Investigations hinge on the ability to collect, preserve, and analyse evidence accurately. However, mismanagement of evidence—whether it’s misplaced documents, improper handling of physical items, or an inefficient digital tracking system—can create significant hold-ups. When evidence is difficult to locate, incorrectly documented, or even lost, the investigation can’t proceed as intended. These disruptions can require time-consuming efforts to trace or re-collect evidence, further complicating the timeline. A clear and well-structured evidence management system is essential for avoiding such setbacks and ensuring that the investigation can move forward without unnecessary delays.

2. Investigation Leadership

When there’s pressure to move fast, it’s easy to forget just how crucial it is to have the right resources in place at the right time. Investigators can quickly find themselves stretched too thin, or key people might not be brought in when they’re needed most. This can slow down important tasks like collecting information, speaking with witnesses, or analysing evidence. To keep things moving efficiently, it’s essential to ensure every part of the investigation has the necessary staff and tools, and that team members aren’t pulled away to handle other priorities.

Without strong leadership and careful planning, investigations can quickly get bogged down and result in unnecessary delays. To avoid this from happening to you, try to set aside resources upfront and only reassign them once it’s clear they’re not necessary anymore.

3. Witness Availability

Witnesses are an important component of many investigations, and without their presence and cooperation, the investigation can get stuck. Witnesses may be unavailable simply due to bad timing; for example, they may be on leave or have other priorities. In other cases, they may be hesitant about participating in the investigation and require additional reassurance and time to feel comfortable coming forward. There are many strategies you can use to encourage a witness to speak up, but some core approaches include establishing trust early, clearly communicating and providing support measures to help ease their concerns.

4. Investigation Complexity

When an investigation begins, it’s hard to predict just how big or complex it might become. As the process unfolds, new information may come to light, adding layers of complexity that require more time to address. In some cases, this may even mean bringing in external help if the issues are particularly sensitive or beyond the team’s expertise.

This shift can slow things down as the team works to determine the best course of action. If there are accusations of potential illegal conduct then the investigation may need to be paused until law enforcement has determined whether they will pursue their own investigation or press any criminal charges. The outcome of these external processes can significantly impact the pace of the internal investigation, and patience is often required as these decisions unfold.

Risks Caused by Investigative Delays

Delays in an investigation can introduce several risks that can undermine its integrity and effectiveness. To begin with, delays have a direct impact on the testimonies of witnesses. When witness accounts are documented as quickly as possible following an event, their memory is not only likely to be more accurate but also contain more details. Over time, as memory fades the details not only fade in quantity but their reliability is also not as strong and the overall testimony is not as strong.

Additionally, delays enable witnesses to potentially share accounts with each other which is very detrimental as memories of individual experiences of the event can be influenced and changed by listening to other versions of what occurred. This can compromise the accuracy of the investigation, as individuals may unintentionally align their stories, making it harder to figure out the truth.

In cases where delays are significant, there is also the possibility that key staff members involved in the investigation may have left the organisation. Tracking down former employees who may have crucial information can be time-consuming or even impossible, leading to further setbacks. On top of that, long delays can damage the organisation’s reputation. Employees may begin to question whether the matter is being taken seriously, and if significant actions like dismissal or legal intervention are needed, the delay could make it seem like the company is dragging its feet. When disciplinary action is finally taken, it may feel belated and lack the impact it would have otherwise had.

To conclude, delays can arise for many different reasons, some of which are due to organisation shortcomings and others simply due to unavoidable circumstances. Whilst they may not always be pleasant to handle, and come with their fair share of potential risks, managing them effectively is far more important in the long term than trying to rush the investigation.

Want to Mitigate Workplace Investigation Delays?

Polonious offers a comprehensive, intuitive platform designed to manage investigations efficiently. With features such as automated workflows, customizable reporting, and a secure, centralised system for tracking cases, Polonious reduces administrative burden and keeps your team focused on the task at hand. By simplifying case management, reducing manual errors, and providing real-time updates, Polonious ensures that your investigations are completed faster, more effectively, and with greater transparency.

Transform the way your organisation handles workplace investigations—schedule a demo of Polonious today and experience the difference for yourself!