Begin by holding private interviews with the employee who complained, any witnesses and anyone else who may provide pertinent information. Ask each interviewee for notes, e-mails or other relevant evidence that backs up what they say. Include copies of such evidence, along with your interview notes, in a confidential file.
- At that point, you're ready to interview the individual accused of improper conduct. If he or she wants to terminate the interview and leave the room, don't stand in the way.
- In all interviews, ask open-ended questions and don't interrupt. Take notes and close the interview by having the interviewee review your documentation for accuracy. Realize that your notes can be admitted as evidence in a trial, so stick to the facts. Scribbling "What a bunch of bull!" in the margins can damage your credibility.
- While you should never promise confidentiality to any interviewee, assure him or her that the only people who will know about their comments will be those individuals with a need-to-know status (such as senior managers or human resource advisors, for example).
In the interview, gather specifics about the nature of the alleged misconduct:
- - How often did it occur?
- Where did it occur?
- Any witnesses?
- Who said what?
- What happened next?