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The HR Investigations Podcast

The HR Investigations Podcast

Written by: RPC HR
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 The HR Investigations Podcast: Exploring the Issues, Challenges, Strategies, and Solutions New episodes available bi-weeklyCopyright 2022 All rights reserved. Economics Management Management & Leadership
Episodes
  • Documentation That Holds Up Under Scrutiny

    Documentation That Holds Up Under Scrutiny
    Feb 9 2026
    The HR Investigations Podcast Episode Summary Bad documentation can destroy even the strongest investigation outcome. In this episode, we explore why documentation is the backbone of any HR investigation and exactly what makes attendance and discipline records defensible under scrutiny—from EEOC investigations to court depositions. We break down best practices, common credibility killers, real-world examples of good vs. bad documentation, and coaching tips to help managers and investigators get it right every time. Key Takeaways Documentation isn’t supplemental—it is the case.Good documentation is timely, factual, objective, specific, and consistent.Avoid subjective language (“lazy,” “bad attitude,” “always,” “never”)—it signals bias and invites legal risk.Write every note as if a third party (judge, investigator, or opposing counsel) will read it without any context.Timeliness matters: Document within 24 hours to avoid claims of retaliation or pretext.Include the employee’s explanation, policy references, and next steps to demonstrate fairness. Episode Highlights & Examples What Good Documentation Looks Like Use concrete, observable facts: dates, times, locations, exact behaviors, witnesses, and outcomes.Structure notes with the STAR method (Situation, Task, Action, Result).Strong Example – Attendance Issue“On January 15, 2026, John arrived at 9:45 AM (scheduled start: 8:00 AM), without prior notification. This is the third unexcused late arrival in the past two weeks (previous dates: January 3 and January 10). I met with John at 10:00 AM. He stated traffic was heavy. I reminded him of the attendance policy (reviewed in onboarding on [date]) and offered flexible start time coaching if needed. Next occurrence may result in formal discipline.” What Ruins Credibility Subjective/judgmental words: “lazy,” “insubordinate,” “bad attitude,” “not a team player.”Exaggerations: “always late,” “never completes work.”Late write-ups: Writing notes weeks or months later looks like pretext.Emotional or inflammatory language: “This is unacceptable behavior,” “You should know better.”Weak Example – Performance Issue“Sarah has a terrible attitude and is always slacking off. She’s lazy and doesn’t care about the team.” → This version is pure opinion and would immediately raise red flags in any investigation. Writing for a Third Party Ask yourself: Does this note stand alone? Would it survive EEOC review or deposition?Strong Discipline Example – Safety Violation“On February 5, 2026, at 2:30 PM in the warehouse, Employee Tyra Simpson was observed not wearing required PPE (hard hat and safety glasses) while operating forklift, per company safety policy (Section 4.2, trained on [date]). Witness: Supervisor Sarah Herman. I spoke with Employee Tyra at 3:00 PM; they acknowledged forgetting. I provided refresher training and issued verbal warning. Further violations will result in written warning or suspension.” Coaching Tips for Managers & Investigators Document the same day—ideally within 24 hours.Use this checklist before finalizing notes:Is it timely?Are all facts verifiable (dates, witnesses, documents)?Have I avoided opinions, absolutes, or emotional language?Did I include the employee’s side of the story?Does it reference the specific policy and outline clear next steps? Train teams to write as if the note will be read by someone who has never met the employee. Closing Thought If your documentation doesn’t clearly tell the story, someone else will—whether that’s an employee’s attorney, an EEOC investigator, or a judge. Bulletproof records protect your decisions, promote fairness, and help employees improve. Resources Book: How to Conduct Internal Investigations: A Practical Guide for Human Resource Professionals Available now on Amazon This book provides step-by-step guidance, real-world examples, and best practices for conducting defensible workplace investigations. Upcoming Virtual Workshop: How to Conduct Internal Investigations: A Practical Workshop for HR Professionals February 17–18 11:00 AM – 5:00 PM ET Live, 2-day virtual format This hands-on workshop is designed for HR professionals who want practical tools—not theory. We cover intake, planning, interviews, documentation, credibility assessments, and investigation findings, with real-world scenarios throughout. If you’re responsible for handling internal investigations—or advising leaders on discipline and terminations—this is exactly the type of issue we work through in my upcoming two-day virtual investigations workshop, How to Conduct Internal Investigations: A Practical Workshop for HR Professionals, happening February 17-18 from 11 to 5 Eastern. We focus on real situations and how to investigate them in a way that holds up under scrutiny. And if you’re looking for a practical reference you can keep on your desk, my book, How to Conduct Internal ...
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    16 mins
  • Call-in Policies, No Call/No Shows & Job Abandonment

    Call-in Policies, No Call/No Shows & Job Abandonment
    Feb 2 2026

    Attendance policies don’t fail investigations—enforcement does.

    In this episode of The HR Investigations Podcast, we take a closer look at call-in policies, no-call/no-shows, and job abandonment—three areas where employers frequently get it wrong. Using real-world investigation examples, we unpack how inconsistent enforcement, undocumented exceptions, and policy shortcuts often become the focus of claims.

    If your attendance policy exists on paper but isn’t enforced consistently, this episode will help you identify red flags before they turn into liability.

    What You’ll Learn in This Episode
    • Why call-in policies still matter from an investigation standpoint
    • The critical difference between a no-call/no-show and job abandonment
    • Common mistakes employers make when declaring job abandonment
    • How inconsistent enforcement undermines otherwise solid policies
    • Investigator red flags that signal enforcement—not policy—is the real issue
    • What should happen instead to protect the organization
    Key Takeaways
    • A no-call/no-show is a policy violation—not automatic job abandonment
    • Job abandonment is a process, not a conclusion
    • Texts and informal workarounds weaken enforceability
    • Supervisor inconsistency creates favoritism and credibility risks
    • Documentation and clarity are what make policies defensible
    Investigator Red Flags Discussed
    • “It depends on the supervisor”
    • Informal exceptions without documentation
    • No outreach attempts before declaring abandonment
    • Policies no one can explain or consistently apply
    • Discipline decisions that vary by department or manager
    Resources

    Book: How to Conduct Internal Investigations: A Practical Guide for Human Resource Professionals Available now on Amazon This book provides step-by-step guidance, real-world examples, and best practices for conducting defensible workplace investigations.

    Upcoming Virtual Workshop: How to Conduct Internal Investigations: A Practical Workshop for HR Professionals February 17–18 11:00 AM – 5:00 PM ET Live, 2-day virtual format

    This hands-on workshop is designed for HR professionals who want practical tools—not theory. We cover intake, planning, interviews, documentation, credibility assessments, and investigation findings, with real-world scenarios throughout.

    If you’re responsible for handling internal investigations—or advising leaders on discipline and terminations—this is exactly the type of issue we work through in my upcoming two-day virtual investigations workshop, How to Conduct Internal Investigations: A Practical Workshop for HR Professionals, happening February 17-18 from 11 to 5 Eastern.

    We focus on real situations and how to investigate them in a way that holds up under scrutiny.

    And if you’re looking for a practical reference you can keep on your desk, my book, How to Conduct Internal Investigations: A Practical Guide for Human Resource Professionals, is available on Amazon and walks you through the investigation process step by step.

    Subscribe & Connect

    If you found this episode helpful, be sure to subscribe, rate, and share The HR Investigations Podcast with a colleague who handles employee relations or investigations.

    New episodes drop regularly with practical guidance for HR professionals navigating complex workplace issues.
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    17 mins
  • Attendance Is the First Red Flag

    Attendance Is the First Red Flag
    Jan 26 2026
    Attendance Is the First Red Flag

    Episode Description: Attendance problems rarely start with a termination—but they almost always end with one if ignored. In this episode of The HR Investigations Podcast, Natalie Ivey explains why attendance issues are often the earliest indicator of deeper workplace problems. From chronic absenteeism to inconsistent enforcement, this episode shows how early patterns can escalate into investigations and why HR intervention matters before it’s too late.

    Key Topics Covered:

    • Attendance as both a performance and conduct issue

    • Recognizing patterns versus isolated incidents

    • The cost of unchecked absenteeism for operations, morale, and compliance

    • Why HR often waits too long to address attendance problems

    • How attendance records become critical evidence in investigations

    Investigations Angle:

    • Early documentation can prevent disputes later

    • Attendance records often become Exhibit A in investigations

    • What to track, how to document, and what not to include

    Who Should Listen:

    • HR professionals and employee relations specialists

    • Supervisors and managers

    • Business owners and operations leaders

    • Workplace investigators

    Key Takeaway: Early, consistent attention to attendance sets the stage for defensible HR decisions—and fewer investigations down the road.

    Resources & Links:

    • Workshop Registration: Registration Link: https://www.rpchr.com/event/internal-investigations-virtual-event

      Join Natalie’s 2-day virtual investigations workshop and earn HRCI or SHRM credits

    • Book: How to Conduct Internal Investigations: A Practical Guide for HR Professionals

    Natalie Ivey, MBA, SPHR, SHRM-SCP

    Founder & CEO RPC Human Resources 1616 Concierge Boulevard 1st Floor Daytona Beach, FL 32117

    Office: (800) 517-7129 Ext. 700

    Mobile: (561) 901-9290

    Natalie@rpchr.com

    Rpchr.com | HR-investigations.com State of FL PI Agency Lic. #A3500136 State of FL PI Lic. #C3300513
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    20 mins
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