How to Run a Workplace Investigation (Without Losing Your Mind)
- Sally Brandon
- Jul 21
- 3 min read
Why Workplace Investigations Matter
Introduction
Imagine this:
One of your employees has raised a formal grievance.
Someone’s reported missing cash from the till.
A staff member had an accident, and you're not sure what really happened.
These moments are tough and they all need one thing: a fair, structured investigation.
In small businesses, it’s tempting to deal with things informally or skip this stage altogether. But not having a clear process can lead to unfair decisions, legal risks, or upset teams.
This guide on How to Run a Workplace Investigation (Without Losing Your Mind)gives you a step-by-step way to manage workplace investigations without the legal jargon or overwhelm.
What Is a Workplace Investigation, Really?
Defining the Process
Think of it as fact-finding.
You’re not making any final decisions yet, just gathering the details to work out what (if anything) needs to happen next.
An investigation is not the same as a disciplinary. It comes first. It helps you decide:
Did something go wrong?
Who was involved?
Is there enough evidence to take things further?
Done well, it protects everyone involved and gives you the confidence to make the right call.
5 Simple Steps to running a Workplace Investigation Without Losing Your Mind
Process Overview
1. Choose the Right Person to Investigate
Neutrality Matters:
Pick someone who isn’t involved in the situation. In small teams, this might mean asking an external HR consultant or another manager.
They need to be:
Neutral
Patient
Able to ask the right questions
2. Talk to Everyone Involved
Interviews Without Drama
Plan interviews carefully.
Keep questions consistent and respectful.
Let employees bring someone with them if they want to.
And take clear notes or record with permission.
Stay calm, clear and kind, even if things get tense.
3. Review the Evidence
Put Your Detective Hat On
Once you’ve spoken to everyone:
Check for patterns
Compare stories
Look at policies
Judge credibility carefully
This is where you figure out what the full picture really looks like.
4. Communicate the Outcome
Be Straightforward
Tell people what’s happening next and why. Don’t delay sharing outcomes. Be honest, clear and sensitive, especially if things are difficult.
5. Keep Records and Follow Up
It’s Not Over Yet
Keep notes of every step.
Check in with your team after things settle.
Update any policies if needed.
Learning from the issue helps you prevent the next one.
How to Handle a Difficult Employee (Before It Becomes a Big Problem)
Behaviour and Conduct
Every business has that one employee... Late, Rude in meetings, Always complaining.
You know the one.
It’s easy to ignore bad behaviour, especially in a busy team. But it costs you:
Time
Morale
Good staff (who will quietly leave)
Even your clients and revenue
Letting it slide is like letting a leak keep dripping and eventually, something breaks.
What You Can Do Right Now
Practical Fixes
1. Have the Conversation
Quiet word. Private chat. No drama.
Start with “How are things going?” and listen. You might uncover something simple — stress, illness, or something at home.
2. Be Crystal Clear
Tell them what’s wrong, with examples.
Not just “You’re being rude” but “Interrupting people in meetings stops others sharing their ideas.”
3. Create a Simple Plan
Together, write:
2-3 things they need to change
What success looks like
When you’ll check in again
Short. Clear. Kind.
4. Follow Up
This is where most people go wrong. You forget to follow up, and the issue returns.
Book regular check-ins now. Praise progress. Re-address problems fast.
5. Know When to Escalate
After a month, if nothing’s changing, it might be time to take formal steps.
This is where an HR advisor can guide you through the legal stuff — saving you money, stress, and risk later.
Why Investigations Need a Plan
Wrap Up
A solid investigation process means:
You protect your people
You avoid legal risk
You show your values in action
And when it comes to behaviour? The team is always watching.
Handle it right, and you set a standard that builds trust and respect.
Get Help With Your HR Headaches
Let’s Talk
If you’re facing a tricky situation (or just want to be ready for one), I can help.
Whether it’s running an investigation, coaching a manager through tough conversations, or just getting your process clear you don’t have to do it alone.
📞 Book a free discovery call
💬 Let’s chat about what’s going on in your team
📧 Or sign up for my newsletter for simple, jargon-free HR tips because fair workplaces don’t happen by accident they start with smart decisions and confident leaders.
That’s why many businesses turn to HR Consulting experts to ensure proper process and avoid costly mistakes.