Five Tips for Conducting Effective Workplace Investigations
With the ever-increasing rights and protections for individuals in the workplace, employers have a legal responsibility to investigate both informal and formal complaints of unlawful workplace activity made by their employees, which include but are not limited to, allegations of discrimination, harassment, and hostile work environment, and workplace retaliation. Such investigations generally result in a written report containing findings and conclusions, and may serve as an important defense for the employer in the event there is ensuing litigation over the subject of investigation. Here are some tips on conducting effective workplace investigations.
Tip #1: Set Realistic Expectations
Setting realistic expectations is imperative in conducting effective workplace investigations. As an investigator, it is important to:
- Communicate clearly about the investigation’s purpose, scope, and anticipated timeline.
- Explain the role of all parties involved, including investigators, witnesses, and the accused.
- Clarify confidentiality and privacy considerations.
- Address potential outcomes, including corrective actions and disciplinary measures.
- Emphasize the commitment to a fair and unbiased process.
Indeed, effective communication and transparency throughout the investigation process contribute to maintaining a positive work environment and resolving workplace issues in a way that benefits all stakeholders.
Tip #2: Conduct the Investigation Promptly
Promptly conducting workplace investigations is important for a variety of reasons that contribute to maintaining a healthy and productive work environment, including the following:
Preservation of Evidence
Prompt investigations help ensure that relevant evidence is preserved. Memories fade, documents may be lost, and witnesses might become unavailable over time. Conducting investigations promptly helps capture accurate information.
Addressing concerns and allegations quickly can prevent issues from escalating into larger problems. Timely investigations can help prevent conflicts from spreading and affecting more employees.
Unresolved issues can disrupt work dynamics, teamwork, and productivity. Swift investigations and resolutions help minimize disruptions and allow employees to focus on their tasks.
Mitigating Legal Risks
Timely investigations demonstrate that the organization is proactive in addressing issues and complying with legal requirements. Delayed investigations can increase the risk of legal claims and liabilities.
Quick responses to allegations can help prevent potential retaliation against the individuals who reported the concerns. Employees are more likely to come forward if they see that their concerns are taken seriously.
Timely investigations build trust among employees. When employees see that the organization is committed to addressing issues promptly and fairly, they are more likely to have confidence in the process.
Reinforcing Organizational Values
Organizations that prioritize prompt investigations demonstrate that they uphold their stated values and are dedicated to maintaining a positive workplace culture.
Tip #3: Do Not Guarantee Complete Confidentiality
Requiring confidentiality during workplace investigations can potentially be considered a violation of the National Labor Relations Act (NLRA), depending on the circumstances and the nature of the confidentiality requirement. The NLRA protects employees’ rights to engage in concerted activities for mutual aid or protection, which includes discussing workplace conditions, terms of employment, and other matters related to their work environment. Confidentiality plays a significant role in protecting both the employer and employees throughout the investigative process.
However, it’s important to note that not all confidentiality requirements are automatically considered NLRA violations. If an employer can demonstrate a legitimate and substantial justification for implementing confidentiality during a specific investigation, the requirement might be permissible. For example, confidentiality limited to the duration of open investigations are generally considered lawful.
Tip #4: Document Every Step of the Process
Documenting workplace investigations is essential for several reasons that contribute to transparency, accountability, and legal compliance, including the following:
- Record of Facts – Documentation provides an accurate and objective record of the facts and details of the investigation. This ensures that information is captured accurately, reducing the risk of misunderstandings or memory gaps.
- Transparency – Well-documented investigations demonstrate that the process was thorough, fair, and unbiased. Transparency helps maintain trust among employees and stakeholders.
- Legal Compliance – Documentation can serve as evidence of the organization’s efforts to address workplace concerns and comply with legal obligations. In case of legal challenges, having thorough documentation can be crucial in defending the organization’s actions.
- Consistency – Consistent documentation practices ensure that investigations are handled similarly across cases, which contributes to a fair and equitable workplace environment.
- Timeline of Events – Documentation creates a timeline of events, which can be helpful in understanding the sequence of actions, communications, and decisions related to the investigation.
- Support for Decisions – If corrective actions or disciplinary measures are taken based on investigation findings, documentation provides support for those decisions, showing that they were based on objective evidence.
Tip #5: Hire an Employment Lawyer As Your Investigator
Hiring an employment lawyer to conduct a workplace investigation offers several benefits that can help ensure a thorough, fair, and legally compliant process, including the following:
- Legal Background – Employment lawyers possess a deep understanding of relevant laws, regulations, and case precedents, ensuring that the investigation is conducted in compliance with applicable legal requirements.
- Impartiality – An employment lawyer can conduct the investigation without any preconceived notions about the parties involved, ensuring that the process is impartial and unbiased.
- Complex Cases – For complex or high-stakes cases, an employment lawyer’s legal acumen can help navigate intricate legal issues and ensure proper handling of sensitive matters.
- Effective Interviewing Techniques – Employment lawyers are skilled in interviewing techniques that are legally sound and help elicit accurate and relevant information from witnesses and parties.
- Thorough Documentation – An employment lawyer understands the importance of comprehensive documentation to protect the organization from potential legal liabilities.
- Strategic Recommendations – Employment lawyers can provide strategic advice and recommendations based on their legal expertise, helping organizations make informed decisions about appropriate actions to take.
The New Jersey employment lawyers at CMS have extensive experience conducting independent fact-finding workplace investigations and are here to assist employers with this process. If you need a trusted employment lawyer to conduct a workplace investigation, please contact Curcio Mirzaian Sirot LLC.