In an ideal world, companies wouldn’t have to worry about things like employee conflicts, workplace crimes, accusations, and all the drama and hassle that goes along with them.
However, in the real world, issues like these often do arise in the workplace, and it’s up to HR professionals and business managers to make the right calls. This guide will look at key steps in handling workplace investigations and responding to theft challenges.
Understanding Workplace Investigations
A workplace investigation, as the name implies, is an investigative process which is undertaken by a business or company in order to gain information and insight into a particular incident that occurred or is believed to have occurred within the workplace.
These kinds of investigations may be needed, for example, to learn more about alleged bullying or harassment between staff members, or if an employee is suspected of breaching company policies or even committing some kind of crime, like fraud or theft of company property.
The ultimate aim of any workplace investigation is to find out what happened in regard to a certain incident or accusation, gaining evidence and information in a fair and impartial way, while also upholding relevant legal and ethical standards.
Key Steps in Conducting a Workplace Investigation
The process of carrying out a workplace investigation can be broken down into seven key steps:
- Identifying the need for an investigation: Before launching a full, formal investigation, it’s important to verify whether or not one is actually needed. An employer or HR leader can, for example, speak with those involved with the incident to see if it can be resolved or settled right away, without the need for any further investigation.
- Planning and preparing for the investigation process: If it is decided that an investigation needs to proceed, it’s important to first plan out how the investigation will unfold. This is a key part of the process, as HR teams will need to figure out the most appropriate and ethical methods for collecting evidence, speaking with witnesses, and so on.
- Collecting and preserving evidence: Next, the investigation can begin and evidence will need to be gathered in relation to the incident. This can take various forms, depending on the nature of the incident. Messages and emails might be relevant for an accusation of harassment, for example, or financial data and CCTV recordings may also be needed.
- Interviewing involved parties and witnesses: It’s also crucial to speak with all of the involved parties, including both those who have been accused and those who have brought up the accusations, along with other workers or team members who may be able to share valuable and useful information on the matter.
- Analyzing gathered information objectively: With all of the relevant evidence and witness statements collected, HR leaders or business heads can then start to review and analyze their findings. It’s key to be as objective as possible during this phase, as any bias or opinion could cloud the final judgment.
- Reaching a conclusion based on the evidence: Through fair, objective analysis of the gathered evidence, an HR leader or business owner should then be able to come to a rational, explainable conclusion. This can then inform any final decision they make, such as possible suspension or termination of an employee’s contract.
- Reporting and documentation of investigation findings: Finally, all of the investigation findings should be reported and shared with the relevant parties. The investigation evidence and documentation should also be filed and saved for future reference if needed.
Theft Challenges in the Workplace
One of the most common causes of workplace investigations is when an employee is accused of theft. There are various forms of theft in the workplace, from the stealing of actual physical property to skimming cash from checkouts, taking products or inventory, or even embezzlement, identity theft, and credit card fraud.
All of these types of theft in the workplace can be dangerous, with long-term consequences for the company’s future, profits, employee welfare, morale, and more. It’s therefore vital for businesses to take proactive and preventative steps to reduce the risks of theft, as well as carrying out investigations if suspected theft occurs.
Addressing Theft Challenges: Strategies and Best Practices
There are various strategies that businesses may use to both prevent theft and address challenges or accusations of theft in the workforce:
- Educating employees: Employees should all be educated on the realities of workplace theft and given training in theft prevention strategies to look out for one another and report suspected theft if they witness it.
- Technology: Modern tech also has a big role in preventing workplace theft. From security cameras to smart devices and computer software, many tech tools can be used to deter and stop thieves.
- Law Enforcement: If necessary, law enforcement collaboration is another option. Businesses may need to call on the services of the police or get in touch with legal professionals, like a theft crimes lawyer, to tackle serious theft accusations.
Legal and Ethical Considerations in Workplace Investigations
When carrying out any kind of workplace investigation, it’s vital to consider various legal and ethical matters to ensure that the procedure is completed fairly, legally, and ethically:
- Employee rights during investigations: Ensure that workers’ rights are respected and protected, and that no employee is made to do something that they have a right to refuse.
- Avoiding bias and maintaining objectivity: Bias can ruin workplace investigations and lead to unfair outcomes for victims or accused individuals. It’s important to have an objective approach to reach a fair result.
- Privacy concerns and data protection: Privacy should also be considered during these investigations. No steps should be taken which could infringe on a person’s right to privacy, and all relevant data should be handled with great care.
- Ensuring fairness and due process: Ultimately, the investigation process needs to be fair and correct. Otherwise, there’s no point to it. Those involved should remain focused on achieving the right result.
Conclusion
Overall, workplace investigations can be unpleasant, but are necessary in many situations. It’s up to HR professionals and other figures of authority to follow the correct steps, maintain a fair and just approach, and call in legal or law enforcement aid when needed to reach the right conclusions.