When things go wrong at work—whether it’s harassment, misconduct, or something else—having a solid investigation process in place is vital. The investigation needs to be thorough, unbiased, and respectful. But what happens if your internal team just isn’t up to the task? Or if the situation is a little too complex for in-house resources?
There are times when external investigators can step in and make a world of difference. Let’s go through some signs that it might be time to bring in some outside help.
1. You’re struggling with capacity
Sometimes HR teams are just too busy. There are always other things on the go, and investigations take time. If your team is already overloaded, it might be worth bringing in an external investigator. They can step in, take the pressure off your team, and get things moving without delays. After all, you don’t want a situation to drag on just because you’re short on time or resources.
2. The case is too complex for in-house skills
Some complaints are straightforward, but others are more complicated. If you’re dealing with serious misconduct, harassment, or allegations that involve a lot of people or tricky legal issues, it may be beyond your team’s expertise. External investigators often have the specialist skills needed to handle these cases properly. They’ve got experience dealing with sensitive or complex issues and can ensure everything is handled the right way.
3. Impartiality is key
For an investigation to work, it’s got to be neutral. If your internal team is too close to the situation—say, if there are conflicts of interest, or if people involved in the case are in HR—impartiality becomes a real challenge. An external investigator, however, has no prior connection to the individuals involved. They can approach the situation with an open mind and make sure all sides are heard.
It’s also important that the complainant and the person accused feel the process is fair. Having an outside party can help put everyone at ease and ensure the process is transparent.
4. Conflicts of interest within your HR team
This one’s simple: if someone in your HR team has a personal relationship with anyone involved, it’s time to bring in someone from the outside. No matter how professional you are, the perception of bias can still arise. It could be a colleague you’ve worked closely with, or a leader in the company who might have an influence on the outcome. To avoid any potential issues, bringing in an external investigator is the safest way to go.
5. PR risks: Protecting your organisation’s reputation
Workplace investigations, especially those involving serious allegations, can turn into PR nightmares if they’re not handled properly. If the issue involves senior figures or sensitive topics, having an external investigator ensures that the investigation is done fairly and can help protect your company’s reputation. An outside investigator can be seen as neutral, which can be reassuring to both your staff and the wider public.
6. Senior figures are involved
If the investigation involves senior management or highly influential individuals, it can make things a little tricky. Sometimes employees may feel uncomfortable reporting issues directly to HR if those involved have significant authority or influence. Having an external investigator involved can help make the process feel more respectful and fair. It can also encourage senior figures to take the process seriously, knowing that the investigator is an independent third party.
7. HR staff are implicated or witnesses
If any member of your HR team is either a witness or implicated in the complaint, you’ve got a conflict of interest. Even if they aren’t directly involved in the issue, their proximity to it could lead to perceptions of bias. In these situations, an external investigator is essential to ensure fairness and transparency.
You don’t want to risk the integrity of the investigation by having anyone with even a slight connection to the case involved in the process. An external party can ensure everything is handled professionally, without any potential for bias.
8. You need a thorough and professional investigation
Some cases just need an investigator who can bring a level of professionalism that your internal team might not have. Especially with difficult or sensitive complaints, an external investigator can provide that extra level of expertise, ensuring that the investigation is not only thorough but also compassionate.
Creating a safe space for everyone involved, where they feel they can speak freely and trust the process, is essential. External investigators bring that professionalism, and it can make a difficult situation easier for everyone involved.
So, do you need an external investigator?
If you’re noticing any of these signs in your workplace, it might be time to consider an external investigator. They bring the right expertise, impartiality, and professionalism that your team might not always have in-house.
At Tell Jane, we offer training on how to handle workplace investigations in a compliant and respectful way. If you’re dealing with a complex case, or if you just want to make sure your investigations are up to standard, get in touch with us. We can help you ensure everything is handled properly, with the care and attention it deserves.
