Tips for Conducting Performance Related Investigation Interviews Premeeting Study any information that you have related to the incident being investigated prior to the interview. Prepare a discussion guide as to how the discussion will proceed. Prepare a question guide to assure that all employees interviewed are asked the same questions. If circumstances dictate, you may have a staff witness in the room with you as well. Always offer Union Representation to an employee when there is any chance that disciplinary could result from information gathered in the discussion. Contact HR if you have any concerns about the content of your questions or if you need advise or tips on how to get the data you need to come to a good conclusion.

During the meeting These meetings are your meetings. While you want the employee being interviewed to feel comfortable with giving you information, you want to keep the meeting on task. Don’t ask leading questions or attempt to lead an employee to an answer. Union Representatives are there as witnesses. They may ask clarifying questions if they feel that the employee is not understanding what you are asking them for, however, if they get disruptive or out of line, end the meeting and call HR for advise on how to proceed. You should only allow 1 Union Representative into the room for the interview.

Tips for Conducting Performance Related Investigation Interviews During the Meeting -continued Don’t allow Union Representative to negotiate discipline levels or guide the employee into specific answers. Always begin the meeting notifying the employee that disciplinary action could result from information gathered in the interview. Always remind the employee that it is a condition of employment that they be cooperative, forthright and honest during the interview. Keep good notes, never rely on your memory. Write only what the employee give you on your notes. Don’t insert editorial comments or opinions in your notes or write-up of the discussion.

Tips for Conducting Performance Related Investigation Interviews After the meeting Keep your notes and any related documents as they are official documents. Prepare a formal write-up of the discussion soon after it is complete. The less time passes by, the easier it is to interpret your notes. Use a common write-up template to write up all of the interviews conducted on an issue. Keep all documents as HR may request them to respond to grievances or they may become evidence should the Union elect to arbitrate discipline that results from your interview.