The Role of Transparency in Workplace Investigations
Over the past few weeks, we’ve covered key stages of the workplace investigation process—intake and interviews—both important in gathering facts and understanding the issues at hand. But what happens when fact-finding is complete? How do you communicate your findings in a way that builds trust, ensures accountability, and reinforces confidence in the process?
That’s where transparency comes in.
During my time as an internal investigator, I quickly learned that investigations don’t end when the last interview is completed. One of my first high-stakes cases involved a deeply sensitive discrimination complaint. I had spent weeks conducting interviews, reviewing documents, and carefully piecing together the facts. By the time I finalized my report, I felt a sense of closure. The evidence had been analyzed, the findings were clear, and I was ready to move on to the next case.
What I didn’t anticipate was how much my role extended beyond fact-finding. I quickly realized that for the people involved—the complainant, the respondent, leadership—this was the moment they had been waiting for. And how I presented the findings mattered just as much as the findings themselves.
That experience shaped the way I approach transparency in investigations today. Transparency is about ensuring that your findings are communicated in a way that builds trust, supports accountability, and allows for meaningful action.
Why Transparency Matters in Workplace Investigations
When employees believe investigations are handled fairly and thoroughly, they’re more likely to report concerns and cooperate with the process. Without transparency, employees may feel unheard, skeptical, or even retaliated against for raising issues.
Here’s why transparency matters:
1. It Builds Confidence in the Investigation Process
Employees who file complaints take a risk by coming forward. If the process feels secretive or dismissive, they may lose faith in leadership and HR. Clear communication about how investigations are conducted and what to expect during the process reinforces trust.
2. It Reduces Workplace Tension
Investigations, especially those involving sensitive issues, can create uncertainty in the workplace. If employees feel like concerns disappear into a black hole, speculation and rumors can spread. Transparency helps employees understand that workplace issues are addressed seriously and fairly.
3. It Mitigates Legal and Reputational Risks
A well-documented and well-communicated investigation reduces the likelihood of misunderstandings that could lead to legal challenges. Transparency in reporting findings also gives decision-makers the information necessary to take corrective action.
4. It Encourages Future Reporting
Employees who see investigations handled with integrity and transparency are more likely to report concerns in the future. If employees feel that raising issues leads to fair outcomes (even if the case does not fall in their “favor”) they will be more willing to come forward when necessary.
What Transparency Looks Like in Workplace Investigations
Transparency doesn’t mean sharing every detail with every person. It means sharing information on a need-to-know basis so stakeholders have a clear understanding of the process, the findings, and the steps taken as a result.
There are two key areas where transparency is critical:
Investigation Reports – How findings are documented and shared internally.
Communicating Findings to Stakeholders – How results are shared with employees, leadership, and HR.
Let’s break them down.
Investigation Reports
While investigation reports provide a summary of the findings, they’re also a record that may be referenced by leadership, HR, legal teams, or external parties in the future. A well-written report should be clear, factual, and objective, not only for transparency but also for credibility and defensibility.
Here’s how to ensure transparency in reporting:
Stick to the facts. Objectively summarize the evidence without speculation or unnecessary commentary. Findings should be based on what was learned during the investigation, not assumptions about intent.
Use plain language. A report should be easy to understand by anyone who reads it. Avoid jargon or overly technical explanations.
Explain credibility determinations. If witness statements conflicted, explain how credibility was assessed. This doesn’t mean labeling someone as truthful or untruthful, but outlining factors that supported or undermined their reliability.
State findings clearly. Avoid vague conclusions. If policy violations occurred (or did not), state this explicitly and explain how the determination was made.
Document next steps. Transparency is also about what happens next. If appropriate, include any recommended follow-up actions, such as training, policy revisions, or disciplinary measures.
Communicating Findings to Investigation Stakeholders
Once the report is finalized, the next challenge is sharing the findings with key stakeholders. This is where transparency is often tested the most.
Employees who file complaints want to know that their concerns were taken seriously. Respondents want to understand the basis of any findings against them. Leadership need to know what happened so they can determine necessary follow-up actions.
For the Complainant
Even if they won’t receive the full report, the complainant deserves meaningful feedback. A common misstep is providing a vague response like, “We’ve taken appropriate action.” While confidentiality limits what can be shared, transparency means going beyond generic statements.
Consider:
"We completed our investigation, and while we cannot share specific details, we have taken steps to address the concerns raised, including [training, policy updates, or other corrective actions]."
This reassures employees that their concerns led to action without violating privacy protections.
For the Respondent
The person accused of misconduct also deserves transparency. If the complaint was substantiated, they need to understand what led to the decision and what consequences they face. If the complaint was unsubstantiated, explaining why can help prevent perceptions of unfairness.
A respondent should receive enough information to understand what was considered in the decision, as well as any expectations for future behavior.
For Leadership, Legal and HR
Senior leaders, legal or HR often require more detailed information, especially if systemic issues need to be addressed. Transparency at this level ensures that decisions don’t just resolve an individual complaint but also make necessary organizational improvements.
Strengthening Transparency in Your Investigations
If your organization is looking to improve transparency in workplace investigations, here are a few key action steps:
Set expectations early. Employees should understand what they will—and will not—learn about the outcome of an investigation.
Ensure reports are clear and factual. Vague, confusing, or overly legalistic language can create more questions than answers.
Communicate findings in a way that builds trust. Avoid generic, one-line responses. Provide meaningful information while respecting confidentiality.
Document follow-up actions. Whether it’s training, disciplinary measures, or policy changes, ensure that recommended actions are carried out and communicated appropriately.
Train managers and leaders. Transparency is not just the investigator’s responsibility, managers and leaders must also be equipped to communicate investigation outcomes effectively.
The way an investigation is closed matters just as much as how it begins. A well-written report, a thoughtful approach to sharing findings, and clear follow-up actions all contribute to a process that employees can believe in.
If you liked this article, do me a favor and share it with a colleague or repost it to your network.
Together we’re building a community of investigators committed to elevating workplace culture.
Want to Learn More?
Transparency in workplace investigations isn’t just about sharing findings, it’s about when and how to close an investigation, write effective reports, and restore the workplace after findings are shared.
If you’re looking to strengthen your investigation skills, check out my self-paced online course, The Investigative Edge. It covers everything from when to conclude an investigation to writing reports that are clear, credible, and defensible. You’ll also get tools, templates and cheat sheets to save time and streamline the process.
Now through February 12, the course is 20% off.
Check out the course HERE.
Let’s make 2025 the year we strengthen our investigation processes and build more transparent, trusted workplaces.
