Most business owners miss workplace warning signs that they shouldn’t ignore. In fact most expect workplace investigations begin after something has already gone wrong.
According to Rocky Pipkin of Pipkin Detective Agency, that thinking often causes employers to miss the opportunity to address problems while they are still manageable. In his experience, workplace investigations are most effective when they begin with a pattern of concerns rather than a single huge event, allowing business owners to gather information before small issues become expensive ones.
Pipkin said many cases follow a familiar progression. Business owners notice subtle changes, convince themselves the situation will improve or assume they simply do not have enough information to act. By the time they seek outside help, the problem has frequently grown larger than it needed to be.
For employers trying to decide whether a concern deserves additional attention, Pipkin said there is rarely one defining event. Instead, experienced investigators look for patterns that, when considered together, suggest a closer examination is warranted.
A pattern of declining performance deserves attention
Every employee has an occasional bad day, and every business experiences periods when productivity fluctuates. Pipkin said employers should resist the temptation to overreact to isolated incidents while also avoiding the opposite mistake of dismissing recurring problems because each one appears minor on its own.
A dependable employee who suddenly begins arriving late, missing deadlines, leaving early or producing noticeably less work may simply be dealing with temporary personal challenges. However, when those changes continue without a reasonable explanation, they can indicate a larger workplace issue that deserves attention.
“The typical signs that you look for are somebody that’s not being productive in the workplace,” Pipkin said.
Pipkin encourages employers to document what they observe, determine whether the behavior represents a consistent pattern and evaluate those observations alongside any other concerns that begin to emerge. [R&A Comment – Documentation is absolutely crucial to avoid problems later on in the process!]
Changes in workplace behavior should not be ignored
Pipkin said experienced investigators spend considerable time observing how employees interact with co-workers, communicate with supervisors and conduct themselves throughout the workday because noticeable behavioral changes often provide valuable context during an investigation.
Those observations do not establish wrongdoing, nor should employers assume that an employee has committed misconduct simply because his or her behavior changes.
Instead, Pipkin said they become meaningful when combined with other workplace concerns, helping investigators understand whether an employer is seeing an isolated situation or a broader pattern that warrants additional review.
Unexplained losses are often more than an accounting problem
Few issues create more frustration for business owners than inventory shortages, missing assets or financial discrepancies that seem impossible to explain. Pipkin said employers frequently minimize those losses because they occur gradually or because they trust the employees who have access to company property.
In his experience, however, repeatedly explaining away unexplained losses can allow workplace problems to continue much longer than necessary.
He noted that employers often assume a trusted employee would never be responsible for misconduct, even though trust alone should never replace an objective investigation. The purpose of a workplace investigation is not to confirm suspicions but to establish facts, determine what occurred and provide business owners with reliable information before making employment decisions.
Background investigations remain the first line of defense
Pipkin believes some of the most valuable investigative work happens before an employee is ever hired. He describes employee risk in three stages: pre-employment, current employment and separation, arguing that each presents opportunities to protect a business if employers take a proactive approach.
“Before you hire somebody, you need to check them out,” Pipkin said.
Background investigations can be particularly valuable for positions involving financial responsibility, access to company assets or sensitive business information.
Pipkin said his agency employs post-certified background investigators qualified to conduct thorough investigations, allowing employers to make more informed hiring decisions before workplace problems develop.
Knowing when to make the call
One of the most common mistakes Pipkin sees is not calling too early but waiting too long. Business owners often recognize that something has changed yet continue hoping the situation will resolve itself.
He argues that employers do not need to know exactly what happened before consulting an investigator because determining the facts is the purpose of the investigation itself.
Why does Pipkin say it’s never too early to call a private investigator?
Pipkin said business owners often recognize that something has changed before they can explain why. Rather than waiting, he believes employers should seek guidance when they begin noticing a pattern of workplace concerns.
What employee behaviors may indicate a workplace problem?
According to Pipkin, recurring attendance issues, declining productivity, noticeable behavioral changes and unexplained inventory losses are among the patterns that may warrant closer attention. He emphasized looking for recurring concerns rather than judging an employee based on a single incident.
Why are background investigations important before hiring?
Pipkin said employers have the best opportunity to reduce workplace risk before an employee is hired. He recommends thorough background investigations, particularly for positions that involve access to company assets or sensitive information.
James P. Randisi, President of Randisi & Associates, Inc., has since 1999 been helping employers protect their clients, workforce and reputation through implementation of employment screening and drug testing programs. This post does not constitute legal advice. Randisi & Associates, Inc. is not a law firm. Always contact competent employment legal counsel. To learn more about how to save a life with your drug testing policies, Mr. Randisi can be contacted by phone at 410.336.0287 or Email: info@randisiandassociates.com or the website at randisiandassociates.com
