Module 4

Module Four: Module Introduction

  • Opening the Meeting

    • The opening of the meeting is the second step in conducting an interview.

    • Focus on important points to cover before gathering information.

Case Study: Opening the Meeting with Morgan

  • Scenario Overview

    • Morgan arrives at your office for an intake interview.

    • Morgan states that he needs to discuss something important from his email.

  • Reflection Questions

    • How would you respond to Morgan?

    • Consider how your response aligns with Professor Brecker's teachings.

Setting Expectations

  • Importance of Opening the Interview

    • The primary goal is to set clear expectations for the interviewee.

    • Key items that should be addressed when opening the meeting include:

    • Making the interviewee feel comfortable before starting the interview.

      • Offering water can help make the interviewee feel comfortable without leading to unrelated discussions.

      • Avoid small talk (e.g., weather) to keep the focus on the meeting.

    • Introduce anyone present during the meeting, whether in-person or remote.

  • Initial Communication Strategy

    • Explain your role and the process:

    • For intake interviews, say: "I'm here to listen and look into your concern."

    • For investigatory interviews, say: "I'm here to listen and gather information."

    • One complex area to cover during the opening is the scope of confidentiality.

    • Make the interviewee aware that you will be taking notes during the meeting.

  • Recording the Meeting

    • Ask if the interviewee is recording the meeting, considering any laws or policies:

    • Example phrasing: "I’m not recording our meeting, are you?"

    • Clarify that recording may not align with policy or practice.

Discussing Confidentiality

  • Importance of Covering Confidentiality

    • As an investigator, communicate the limits of confidentiality at the beginning of an interview.

    • Advise the interviewee that total confidentiality cannot be guaranteed.

    • Start with: "I will handle the situation with discretion and limit who needs to know."

    • Avoid the initial use of the term "confidential" to prevent misconceptions.

  • Handling Concerns About Confidentiality

    • If an employee requests confidentiality, ask why they are concerned instead of automatically explaining limitations.

    • Tailor your response based on their specific concerns.

    • Objective: Set expectations quickly to facilitate information gathering.

Addressing Retaliation Concerns

  • Guidance on Handling Retaliation Issues

    • Generally avoid mentioning the no retaliation policy unless the interviewee raises it.

    • May not be essential in the opening unless the interviewee feels strongly about it.

    • If an employee expresses concern about retaliation:

    • Ask why they are concerned about their manager knowing.

    • If the response indicates fear of retaliation, reassure them:

      • "It is against our policy for anyone to take adverse action based on your raising a complaint or participating in an investigation."

      • Inform the employee that they should notify you if any negative actions arise based on their disclosures.

    • Minimize policy discussions to maximize time for gathering information.

Case Study Debrief: Conducting the Opening of an Interview

  • Reflect on your initial responses regarding opening the interview with Morgan

    • Original response: "Thank you for coming to meet with me. Would you like some water?"

    • Acknowledge Morgan's need to share something important from the start.

    • Rearranged response: "Thank you for coming to meet with me. I know you have something important to tell me, and I would like to cover a number of points and then learn more about what you would like to share."

  • Addressing Immediate Concerns

    • If Morgan emphasizes the importance of speaking immediately:

    • Respond that you will handle the matter with discretion.

    • Mention that you'll limit who needs to know about the discussion.

    • Allow Morgan to express himself without trying to control the meeting.

Module Wrap Up

  • Comprehensive Exploration of Opening the Meeting

    • Important items covered include:

    • Setting expectations for the interviewee.

    • Addressing issues of confidentiality and retaliation effectively.

    • Remember to use less is more approach and the eight to twenty rule during the interview, ensuring that the focus remains on gathering information efficiently.