Module 5

Module Introduction: Conduct investigatory, interview interviews with the manager and people with knowledge

  • Focus: Conducting investigatory interviews with managers and knowledgeable individuals.

  • Key Components Covered:

    • Structure of interviewing.

    • Commonalities in investigatory interviews.

    • Preparation for discussions in investigatory interviews.

Module Activity: Preparing for the Interview with Alex

  • Purpose: Reflect on how to prepare for the interview with Alex regarding Morgan’s complaint.

  • **Assumptions: ** You are the investigator looking into Morgan's grievances. Consideration of the following should be made:

    • Information received from Morgan.

    • HRISO chart details.

    • Relevant emails.

  • Initial Considerations:

    • How to begin the conversation with Alex.

    • Timing of disclosing Morgan's complaint against Jesse.

    • Should you inform Alex about the outdated org chart?

    • Identify a key communication skill to use during the interview and its importance.

Interview Structure

  • Common Points for All Investigation Interviews:

    • A standardized structure is present across all investigatory interviews.

    • Essential to collect information pertinent to the issues at hand.

    • Different types of interviews necessitate differing approaches: intake interviews for issue identification vs. investigatory interviews for issue elucidation.

    • Preparation Steps:

    • Determine the interview location.

    • Clarify the policy regarding attendees.

    • Employ communication techniques such as paraphrasing and exploratory questioning

    • Begin by thanking the interviewee, introducing yourself and others.

    • Explain confidentiality, the interview process, and that notes are being taken.

    • Use open-ended inquiries, focus on how individuals reacted during events, and seek additional information.

    • During closure, reiterate protections against retaliation, confidentiality, future follow-up needs, and open the floor for any questions.

Differing Points for Investigatory Interviews

  • Common Points for Managers and Knowledgeable Individuals:

    • Additional considerations are warranted when interviewing those with knowledge but without direct witness experience.

  • Preparation Steps for Interviews:

    • Assess the necessity of interviewing potential information sources.

    • During the opening, establish their protection against retaliation promptly.

    • Emphasize non-speculation during probing.

    • Decide on providing feedback about expected outcomes to the interviewed employee during closure.

Preparing Communication for Investigatory Interviews

  • Preparation of Statements:

    • Organize what to convey during investigatory interviews.

    • Consider ways to phrase questions that promote effective dialogues.

  • Preparation Elements:

    • Identify key items to discuss.

    • Practice shorthand techniques for memory retention.

    • Examples to Consider in Phrasing:

    • Opening: “I'm here to gather information about a situation relating to a policy.”

    • Probing: “Are you aware of the reason why we are meeting?”

    • Direct Inquiry: “I would like to know about your understanding of what took place.”

  • Effective Listening Tips:

    • Maintain the 80/20 rule: listen 80% of the time, speak 20% of the time.

    • Focus on gathering necessary information regarding specific issues.

Morgan Case Study: Debrief on Interview Preparation with Alex

  • Recall the Morgan case study; reflect on how to prepare for Alex’s interview.

    • Initial probing: “Are you aware of the reason we're meeting?”

    • If aware: follow with, “Tell me more about it.”

    • If not aware, consider when to disclose complaints against Jesse.

  • Direct Open-Ended Questions:

    • Ask about issues related to both Morgan and Jesse’s working relationships.

  • Clarity on Information Sources:

    • Confirm Alex’s statements about organizational structure.

    • Delay discussion about the outdated org chart until the outcome stage.

Interviewing People with Knowledge: Insights from Gail Wasserman

  • Importance of Confidentiality:

    • Interviews with knowledgeable individuals require careful consideration regarding confidentiality to reduce workplace disruption.

  • Case Example:

    • Example of a complainant concerned about retaliation reveals complexities when gathering perspectives from coworkers.

    • Coping with speculation from interviewed parties.

    • Ensuring that confidentiality is maintained while gathering relevant responses.

  • Conclusion of Interview:

    • Emphasize policies regarding anti-retaliation during the summary to encourage cooperation.

Module Wrap-Up

  • This module focused on the intricacies of investigatory interviews, preparation strategies, and effective communication techniques employed throughout the interviewing process.

  • Emphasis placed on language development for use during investigatory interviews.