When Do You Need a Workplace Investigation?
A question I hear a lot is: “How serious does something have to be before we investigate?”
Here’s the short answer: if someone brings up misconduct—whether it’s legal, ethical, or just plain out of line—it’s serious enough to look into properly. That doesn’t always mean it’s going to be a fireable offense, but it does mean you shouldn’t try to handle it with a quick fix and move on.
Even small businesses need a plan when these things come up. A workplace investigation is how you figure out what actually happened—before assumptions, resentment, or risk start rolling downhill.
When Internal HR Isn’t the Right Fit
For a lot of business owners, the first step is calling HR. That’s a smart move. But in smaller shops, HR might be one person—or maybe two—juggling everything from open enrollment to payroll.
Even when your HR person is great, it’s tough for them to stay truly neutral when they also support the same folks day-to-day. And if someone thinks the deck is stacked before the questions even start, that’s a problem.
That’s where a third-party investigator can help. I come in with no stake in the outcome—just a focus on getting to the bottom of things, the right way.
What Kinds of Issues Need an Investigation?
Here are some of the big ones I see:
Harassment or discrimination complaints
Theft, fraud, or misuse of company resources
Retaliation (especially after someone speaks up)
Workplace safety concerns
Tension between leaders that affects the team
These aren’t just HR issues—they carry legal and reputational risk. And they can snowball fast if they’re not handled the right way. That’s why it’s not about overreacting—it’s about responding the right way, with structure, fairness, and clear documentation.
When It’s Time to Take a Closer Look
1. “She Keeps Getting the Good Shifts—What’s That About?”
A couple of your employees are saying that one manager seems to always give the extra hours or better shifts to the same few people. One thinks it’s favoritism because they’re buddies outside of work. Another is raising a bigger concern—says it might be tied to race or age.
Why this matters:
You might trust your manager, but if you can’t explain how shift decisions are made—and you’re not keeping records—it could look like bias, even if it isn’t. A neutral investigation can help clear the air, protect your business, and show your team you’re taking things seriously.
📁 2. “That's Not What You Said Last Time”
You let someone go for breaking a policy. They claim they were never warned, and that someone else did the same thing and didn’t get fired. Now you’re checking your files and realizing that policies haven’t always been applied the same way.
Why this matters:
When rules feel like they change depending on who’s involved, people start to question fairness. An outside investigator can help you figure out what happened and clean up any loose ends—before things get messier.
💻 3. “Why Was I Really Let Go?”
A former employee files a complaint, saying they were fired right after asking for a medical accommodation. You say it was a performance issue, but there’s not much documentation.
Why this matters:
Even if your decision was fair, how you handle it matters. Without a clear process and records, it’s easy for someone to assume the worst. A third-party investigation helps protect you—and gives people confidence you’re doing things by the book.
Final Thought
No one likes the idea of launching a workplace investigation. It usually means someone’s upset, something went sideways, or trust has taken a hit. But when that moment comes, how you handle it says a lot about your business.
A fair, steady process protects your people and your business. And when the issue is serious, the stakes are high, or your internal folks are just too close to it, bringing in someone neutral isn’t overkill—it’s how you stop a snowball before it turns into a landslide.
