In my experience, there are three points in any investigation where structure and analysis make all the difference: the end, the middle, and the beginning. Over time, the way I approach each of these has changed, and I talk about them often in our workshops. I thought I’d share a quick overview here.

The End: Organizing What We’ve Gathered

This was the first analysis stage I became familiar with. At the end of an investigation, all the material is collected, including verbal information formalized into signed statements, documentary evidence in the form of email and other communication, as well as evidence like audio and video recordings. At this point, we have to organize the evidence, test whether it’s in scope, and decide if it’s enough to support conclusions.

I feel like most of us are very familiar with this stage of analysis and also familiar with the feeling we get when we reach this stage and identify gaps of information. A very real choice comes with how to proceed and remedy the situation.

The Middle: Checking Completeness Midway

With experience, I learned to add another checkpoint halfway through. After interviewing and reviewing signed statements by the complainant and the respondent, I compile their information into the draft report. Seeing their accounts side by side helps me see what’s clear, what’s missing, and what I need from witnesses.

This midway analysis shapes the witness list and the questions I ask. In Level 1 of our training, we start participants on this step at level one and go deeper in level two. It’s now a routine part of every investigation I do.

The Beginning: Building the Essence Paragraph

The last checkpoint actually comes first. After reading the complainant’s signed statement, I create what I call an Essence Paragraph. It’s a short summary that captures the core elements of the complaint.

That paragraph becomes a quick reference throughout the process.I have used it in every investigation for the past few years and find myself relying on it in a number of ways that I believe increase the efficiency of the investigation and also have a side benefit of preventing scope creep. If you would like to see a sample essence paragraph, please get in touch and I can share an example from our training course.

I review it before meeting with the respondent, so I know exactly what they need to respond to. I remind myself that these are the elements that the complainant has said the respondent has done, and are in relation to them and the relevant policy under review. By focussing on the essential elements in my interview with the respondent, I can ensure that they have had a chance to respond to each essential element in their defense and I am therefore able to bring a more complete, focused product to the reporting stage of the investigation. As well, I refresh myself on the essence as I prepare for each witness interview as well as the re-direct interviews at the very end.

Added bonus: the essence paragraph also carries into the final report template. Decision-makers see the essence of the complaint right away, which helps them understand the case before diving into details.

Why It Matters

This multitiered analysis — beginning, middle, and end — keeps investigations on track. Starting early and progressing throughout keeps us on track, efficient and gets us to the finish line with the most complete information possible, enabling stronger conclusions, based on the evidence, the goal of any workplace investigation.

I’ve come to rely on this structure in every case, and I encourage you to give it a try. Please send me any questions you have about this or any other question that relates to workplace investigations, I could (and do) go on and on about it!

— Dylan