When a workplace complaint is raised, one of the first questions organisations ask is: how long does a workplace investigation take? There is no standard timeframe. The time required depends on the nature and complexity of the matter and what is required to investigate it in a procedurally fair manner.
For high-stakes and sensitive matters, including allegations involving senior leaders or executives, an investigation is generally measured in weeks rather than days. Interviews, transcript preparation, evidence review, follow-up enquiries and reporting all take time.
What Does the Workplace Investigation Process Involve?
Although every matter is different, the workplace investigation steps generally follow a similar sequence.
Complainant Interview and Allegation Development
The investigation typically begins with a review of the available information and an interview with the complainant. The interview helps establish the factual circumstances and identify relevant material.
The recording is then transcribed and reviewed, supporting material may be obtained, and proposed allegations are drafted for client approval.
Witness Interviews
Relevant witnesses are then interviewed. Each interview requires preparation, scheduling, attendance, transcription and review. Witnesses may also identify further evidence or matters requiring consideration.
Respondent Interview
The respondent is interviewed about the allegations and relevant evidence and given a reasonable opportunity to respond. The respondent's interview is transcribed and reviewed, and any further material arising from the interview may need to be considered.
Findings and Report
Once evidence-gathering is complete, the investigator analyses the evidence and makes findings on each allegation. The report is then reviewed, quality-assured and finalised.
What Affects the Workplace Investigation Timeline?
These stages provide the basic structure of an investigation, but the amount of work required at each stage can vary considerably. Several factors commonly affect the timeframe:
1. The nature and complexity of the allegations
Multiple or complex allegations generally require more interviewing, evidence gathering, analysis and reporting.
2. The number of participants
Multiple complainants, witnesses and respondents significantly increase the workload. Each participant requires preparation, interviewing, transcription and follow-up, while their accounts and evidence must also be compared and assessed.
3. The volume and nature of evidence
Evidence may include emails, text messages, calendar entries, diary notes and other records. Material identified during an interview may require further enquiries and review.
4. Participant availability and other circumstances
Leave is a particularly common issue. A complainant or respondent may be absent because of a workers compensation claim, personal or other leave, or may simply need time away from the workplace. This can make it difficult to commence an investigation or bring one to completion. Whistleblower disclosures, regulatory notification requirements and vulnerable participants may also add complexity.
5. Interview arrangements
Whether interviews are conducted virtually or in person can affect scheduling and logistics. In-person interviews may also involve travel and location requirements.
How Long Does a Workplace Investigation Take in Practice?
An exact timeframe generally cannot be given at the outset because the scope can develop as evidence is gathered and the variables affecting the investigation change. Where multiple allegations, complainants, witnesses or respondents are involved, each can generate further evidence and lines of enquiry that must ultimately be brought together to reach findings. These factors can compound. Where there are several participants, extensive evidence and periods of leave, the work required at each stage can build as the investigation progresses.
Can Delays in a Workplace Investigation Be Avoided?
Everyone benefits from an investigation being completed promptly, but speed should not come at the expense of a procedurally fair investigation. Some aspects simply take time, including interviews, transcription, evidence follow-up and analysis.
Clients can help avoid unnecessary delays by promptly providing requested documents and evidence, contacting their employees to arrange interviews, coordinating participant availability and addressing practical issues as they arise.
Some delays are unavoidable. Participants may become unavailable or take leave, new evidence or allegations may emerge, legal advice may be required, or specialist evidence may need to be obtained.
Regular communication helps manage these issues. Progress and cost updates provided every two weeks also allow changes to scope, evidence, timing or anticipated costs to be identified as the matter develops.
How an External Workplace Investigator Can Help
An external workplace investigator is familiar with the practical issues that can interrupt or slow an investigation and can identify what work can progress while waiting for a participant, document or other evidence. They can also keep the investigation moving when circumstances change, without unnecessary duplication or delay.
An external workplace investigator also has dedicated capacity for the investigation rather than balancing it with competing operational responsibilities. While an investigation must still take the time necessary to gather and assess the evidence in a procedurally fair manner, dedicated external capacity can help the matter progress as efficiently as the circumstances allow.
Final Thoughts
There is no single answer to how long does a workplace investigation take. The timeframe depends on the allegations, participants, evidence and circumstances of the particular matter, some of which may only become apparent as the investigation progresses. A timely investigation is important, particularly where delay may prolong workplace stress, conflict, bullying or fear of reprisal and contribute to psychosocial risk. At the same time, a procedurally fair investigation needs sufficient time to properly gather and assess the evidence and reach sound findings. The goal is not simply to complete an investigation as quickly as possible, but to avoid unnecessary delay while conducting a careful, thorough and fair investigation.
Frequently Asked Questions
Each investigation is different, so the likely timeframe will depend on the circumstances of the particular matter. An investigator should be able to provide a realistic indication based on what is known at the outset and explain what factors may affect the timeframe as the investigation progresses.
Common causes include additional participants or allegations being identified, more evidence requiring review than initially anticipated, unexpected participant leave or unavailability, interview scheduling difficulties, and the need for specialist or legal input.
Yes. The scope can change as evidence is gathered and interviews are conducted. New evidence, additional allegations or participants, or changes in participant availability can affect the work required and the expected timeframe.
A timely investigation is important, but it should not be rushed. Interviews, transcription, evidence review and analysis all require sufficient time to support a procedurally fair process. The aim is to avoid unnecessary delay while allowing the investigation to be conducted carefully and thoroughly.