Want Better Workplace Investigation Interviews? Start Here
Workplace Investigation Interview
Over the years, I’ve learned that investigation interviews aren’t just about asking questions, they’re about creating a space where people feel heard, uncovering details that don’t appear in written complaints, and getting to the full story.
When I transitioned from depositions as an employment attorney to conducting workplace investigations, I assumed my interview skills would translate seamlessly. After all, I was used to walking into deps with an outline of carefully crafted topics and questions, checking things off the list, and extracting the information I needed.
But I quickly learned that investigation interviews require a completely different approach. While having a set of topics or questions is a great starting point, using them as a checklist misses the mark.
While investigation interviews (much like depositions) can be adversarial, they don’t have to be. They’re about piecing together facts, uncovering nuances, and understanding the human side of workplace dynamics. It’s not enough to ask questions—you need to ask the right questions in the right way, listening deeply for what’s said and remembering to pay attention to what isn’t.
This shift in approach has been one of the biggest lessons I learned as an investigator, and it’s shaped the way I handle interviews today.
Why Investigation Interviews Matter
Interviews are one of the most powerful tools in any workplace investigation. They allow you to go beyond documents, written statements and policies to get to the human side of the story.
When done well, interviews clarify what happened, why it happened, and how it’s impacted the people involved. But when rushed or approached without care, they can leave you with more questions than answers, or worse, damage trust in the process altogether.
Here’s why interviews are so important:
1. They Reveal the Human Element
I’ve said this before and I’ll say it again, workplace investigations aren’t just about policies or procedures, they’re about people. Interviews give you the chance to understand the human side of the situation, the emotions, experiences, and motivations that you might not find in written complaints or reports.
In several investigations, I’ve interviewed witnesses who seemed reluctant to open up at first. By taking the time to ask open-ended questions and truly listen, some have shared information that completely changed the direction of the investigation. In many instances, it was something they hadn’t mentioned in their initial statement, not because they were withholding it, but because they didn’t realize its importance until we dug a little deeper.
2. They Clarify the Context
No two workplace situations are the same. Interviews give you the nuance and context needed to interpret the facts accurately. What might look like a clear violation of policy on paper could have extenuating circumstances when you hear the full story.
For example, in a case involving alleged favoritism, interviews helped me uncover an underlying miscommunication between a manager and their team. The issue wasn’t favoritism but rather inconsistent communication about workloads. Without the context from these interviews, I might have drawn the wrong conclusions.
3. They Help Address Inconsistencies
One of the biggest challenges in workplace investigations is sorting through conflicting accounts. Interviews are your chance to address inconsistencies directly.
But—and here’s the key—it’s not just about pointing out contradictions. It’s about creating a space where people feel safe enough to explain their perspective, even if it differs from someone else’s.
What I’ve Learned About Interviews
Through trial and error (and plenty of reflection), I’ve developed a better approach to conducting investigation interviews. Here’s what has made a difference:
1. Prepare, But Stay Flexible
I used to walk into interviews with all of my questions outlined. Now, I tailor my approach to each case. That means reviewing all relevant information beforehand, understanding the context, and planning specific topics and questions for each person I’ll be speaking with.
Going into an interview with a plan is important, but don’t let your plan box you in. Be ready to change course if the conversation takes an unexpected turn or reveals new information.
2. Building Trust Is Non-Negotiable
People are more likely to share meaningful information when they trust you. I’ve learned that creating this trust starts with how you introduce yourself, explain the process, and respond during the conversation.
I like to begin interviews by explaining non-retaliation, confidentiality limits, the purpose of the interview, and what they can expect. Taking a few minutes to set the tone of the interview can make a world of difference.
3. Active Listening Uncovers Key Details
We’ve all been there, so focused on getting through our questions that we miss what’s right in front of us. I remember a case in my early days as an employment attorney. I was so focused on getting through the list that I completely overlooked a key detail in a witness’s offhand comment.
It wasn’t until I reviewed the transcript later, that I realized how significant that detail was—and how much it could have shifted the direction of the case. I’ve since learned to pay close attention to what’s said, and sometimes, what’s not said.
This means using follow-up questions to dig deeper and clarify your understanding, while also staying present in the moment rather than thinking about your next question.
4. Neutrality Is Key
Maintaining a neutral stance is important, but that doesn’t mean you can’t show empathy. While it may be tempting to validate a witness’s frustration, doing so can unintentionally create the perception of bias. I’ve learned to acknowledge emotions without taking sides. For example, saying, “I can see how that situation would feel difficult,” rather than, “That sounds unfair.”
Conclusion
Interviews are your opportunity to gather details, context, clarify the facts, and ensure every party feels heard. They help you get to the core of what happened and build the foundation for your findings.
They’re also an art. Conducting effective interviews takes preparation, patience, neutrality, and the ability to adapt in real time.
If you’ve ever felt like your interviews weren’t yielding the insights you needed, take a step back and consider your approach. Are you building trust? Are you listening for both what’s said and what’s unsaid? Are you staying flexible while remaining focused?
Reflecting on these questions could make your next interview your best one yet.
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.
I’ve created a free tool to help you streamline your workplace investigations from intake to interviews and beyond.
The Workplace Investigation Planning Template is designed to guide you step-by-step, ensuring you ask the right questions, capture important details, and stay organized throughout the process.
It’s your go-to resource for conducting thorough, efficient, and effective interviews every time.
If you’re wondering about the “how” of interviews and ready to take your skills to the next level, my self-paced online course, The Investigative Edge, dives deep into the strategies, tools, and techniques that make interviews a true game-changer. Inside the course, you’ll find:
A proven roadmap for creating an interview process that builds trust, uncovers key details, and ensures consistency and clarity from start to finish.
Best practices for refining your skills and conducting interviews that reveal the full story with confidence.
Access to my full library of reference guides, interview templates, question lists, and tools, all designed to save you time and simplify your workflow.
Plus, stay tuned—I’ll have a special offer on the course during the week of February 3 to help make 2025 the year you elevate your investigation interviews and optimize your entire investigation process.
