How To Conduct An Investigation Meeting at Work

Carrying out thorough investigations is a vital start to any potential disciplinary action or grievance response. If you need support with investigations, disciplining employees or any related people management issues, we can help.

View our training course on how to conduct an investigation meeting, or our disciplinary and grievance training course.

What is an investigation meeting? 

It is a meeting held as part of the fact finding investigation procedures in response to an incident, issue or complaint in the workplace.

Who should be involved? 

The person in question and any witnesses should be enough, although it can also be helpful to have a note taker (often an HR representative) in investigation meetings to support the investigator.  Keep the number of meetings to a minimum and speak only to relevant individuals.

If you require support from an HR professional to carry out a fact finding meeting at work, we can help.  We can provide HR support on a pay-as-you-go basis so you aren’t tied in to long term contracts if you just need some ad hoc help.

What resources are needed? 

• More time than you might expect – so focus on items and witnesses of relevance without distraction.
• A private office or room will be needed as a meeting venue.
• Template letters to those involved in investigatory meetings will need to be sent.
• Relevant policies and procedures (eg Disciplinary Procedure) will need to be available.

When should it be done, and to what timescales? 

Deal with the matter promptly to avoid any escalation – and follow the timescales outlined in your policies.  Allow at least 24 hours’ notice ahead of investigation meetings.

How to conduct an investigation meeting:

Beforehand – PREPARE!

• Advise the individual in question in a letter of the reason for the investigation, the purpose of the meeting and the roles of those involved, as well as the practical arrangements (date, time venue). Make it clear that it is not a formal hearing – although in some cases, this may be the next step depending upon the outcome of the investigation.  It is also good practice to allow them to be accompanied by a workplace colleague or union representative
• Arrange a similar letter for witnesses to invite them to investigation meetings
• Inform everyone you speak to in relation to the matter that it is confidential
• Ascertain what facts you need to establish during the meetings and what evidence needs to be collected
• Familiarise yourself with (and follow) relevant policies and procedures (eg Disciplinary Procedure, Anti-Bullying Policy, Grievance Policy)
• Decide who you are going to meet with – and in what sequence

At the meeting:

• Remember to remain FAIR and OBJECTIVE
• Answer the following questions:
  • What is the nature of the complaint/misconduct?
  • What is the individual in question’s account of the situation?
  • What did the witness see/hear?
• Listen carefully, use silence and various types of questions to gather information and close in on facts, check your understanding of responses
• Refer back to your preparation notes to ensure that you cover all aspects
• Take notes – these will need to be signed and dated by the individual to confirm that they are an accurate reflection of the discussions
• Close the meeting by explaining what happens next, including timescales
• Remind participants of the need to maintain confidentiality

If, after the first meetings, it has become clear that you need to see other witnesses – repeat the process with them.

Remember that an Investigation Meeting is a factfinding exercise: the only decision to make is after the meetings have been held, for example whether or not the matter should be dealt with under a formal procedure in light of your findings (eg disciplinary proceedings), or a response to a grievance

Dealing with fact finding meetings at work can be daunting, and it is often helpful to have independent third party support to minimise disruption in the workplace.  For more guidance on the investigation process, join our half day Conducting Investigations training course.

Alternatively, if you need support with carrying out investigation meetings at work, or with the disciplinary or grievance procedures that may follow, Pure^® Human Resources can provide help and advice on a pay-as-you-go basis or Retained HR service basis, depending on the extent of support you need.