“Just imagine a problem or complaint has come up at your company, conducting a perfect workplace investigation can help you to understand what actually happened. But, the major question arises how you will deal with the situation.”
Nowadays, most of the organizations, in addition to codes of ethics and conduct, have found it imperative to create investigation guidelines to assist employees from different corporate backgrounds (law, audit, finance, resources, etc.) to conduct workplace inspection. In this blog we will see how to conduct workplace investigation in proper way. If the company does not carry out the management process in an efficient way then it can affect the company’s reputation. Thus, to make it hassle-free for the organization, we are going to discuss a step-by-step process to conduct workplace monitoring. Nowadays most of the investigators follow the automated solution with the help of computer forensics tool to simplify the investigation process.
Every workplace investigation process will have unique issues, dimensions, circumstances, challenges, and outcomes. Moreover, if the investigation is not conducted properly then it can lead to worst scenarios. So before starting the workplace inspection procedure investigator should observe each of the basic principles explained below:
Workplace inspection procedure becomes a seamless task if it implemented step-wise. Thus, in this section, we are going to explain how to conduct workplace investigation in a proper way by describing all the steps involved in investigation process.
1. Decide Whether to Investigate or Not:
Before beginning investigation process, one must take time to decide whether there is a need to conduct the investigation or not. For instance, if all the employees agree on what happened or the problem occurred appears to be minor then carrying out the investigation is not the right choice.
2. If Necessary, Take Immediate Action:
If the situation is miserable then one must respond to the situation immediately conduct workplace inspection otherwise, it can harm the business and organization. Moreover, the matter should be looked very closely. The situation should not be prejudged. The actions should be taken by considering the complete situation. If the situation is serious then immediate actions must be taken.
3. Choose An Investigator:
Always choose an experienced investigator or trained with advanced investigation techniques. One can easily hire a professional investigator to handle the situation. An investigator with great expertise will be able to conduct workplace monitoring in a correct manner and resolve the case in on-time.
4. Plan the Investigation:
To plan how to conduct workplace investigation one must organize thought, gather information related to the problem like an employee’s complaint, a superior’s report, written warnings or any material which is associated with the problem. One must use the information as a guide in finding out actually what happened, which person should be interviewed, what to ask, any confidential documents, any witnesses, etc.
5. Conduct Interviews:
The important process of the investigation is to gather relevant information in the most basic way i.e. asking questions to people. Most of the times, investigations involve at least two interviews: one of the employees accused of wrongdoing and the other one is the employee who was the victim or complained. Sometimes, the need arises to interview witnesses who have heard or seen something vital.
6. Gather Evidence:
The most important part of every workplace investigation process is gathering documents such as personnel files, email messages, company policies, etc. Apart from this, in some investigations, other types of evidence are gathered such as a weapon, photographs, evidence, or stolen items.
7. Evaluate The Evidence:
One of the most challenging segments of conduct workplace investigation is when the witnesses disagree or contradict each other. It becomes difficult to find out actually what happened. There are some proven methods using which one can decide where the truth lies. During the cybercrime investigation, the analysis of the collected digital evidence can be done efficiently with the help of Digital Forensics Software, Which will provide you the automated solution to examine and extract the hidden evidence from the digital data.
8. Take Action:
While conduct workplace monitoring once the person is able to figure out what actually happened, then he/she has to decide what to do about it. If serious wrongdoing occurred according to the conclusion then take disciplinary action immediately to avoid legal liability for the employee’s behavior and to protect the company and other workers. When handling the situation, the number of situations must be considered such as how serious the actions were, how the person handled similar problems in the past.
9. Document The Investigation:
After the completion of the investigation, one should prepare an investigation report that explains all the situation. This will provide the company with some sort of protection from lawsuits related to the investigation. Additionally, it will also provide a written record in the case of future misconduct by the same employee. The report should explain all the details related to the complete problem, beginning from the day problem came to the company’s attention to what measure were taken to deal with it.
10. Follow Up:
The final step to conduct workplace inspection is to follow up with the employee to ensure that the problem is resolved genuinely with the proper investigation process.
Every workplace investigation will have different scenarios, challenges, and outcomes. However, it is very important to conduct workplace investigation process professionally and in a consistent manner to yield better results. In the above section, a complete guide is explained which leads to the right path to handle and conduct workplace monitoring effectively, in an authentic way.