What to do when you suspect theft
Bob has worked in your department for a while. He’s always seemed like an OK guy. But recently, you have developed a different impression of him. You suspect he may be stealing from the company. What do you do now?
Follow the nine tips in this article to get to the bottom of this.
Tip 1: Evaluate the situation
Determine exactly what is missing and what the cost of the theft is to your organization. Certainly, you will proceed differently depending on whether it’s a box of staples or several thousand dollars that has gone missing.
Tip 2: Don’t jump to conclusions; consider possible explanations
Ask yourself if there is a plausible explanation for the missing items or funds. Determine if the theft is a one-time occurrence or took place over time. Thoughtfully consider who it is that you suspect, and if your suspicions are reasonable and objective.
Tip 3: Observe and audit
Watch for any major changes or suspicious behavior. Conduct computer or financial audits. Make small changes to processes, routines, schedules, access privileges ... anything that could make theft more difficult. Observe and document employee reactions.
Tip 4: Be consistent
Treat all employees the same while investigating, and conduct every investigation in the same way. This protects you from accusations of treating an employee differently based on race, sex, religion, class, or other protected status, or in retaliation for some conflict you have with them.
Tip 5: Keep it confidential
Announcing an investigation will put employees on the defensive and cause the thief to be more diligent in covering the crime.
Never confront an employee one-onone about theft. Always have a third party in the room — preferably an HR manager. The employee may take drastic measures. An accused employee may lash out in anger and threaten physical violence in or out of the workplace.
Tip 6: Thoroughly gather evidence
Collect all relevant information — from personnel files to accounting records to surveillance videos.
Tip 7: Hold off on the interviews
Don’t start interviewing until you have gathered enough data from your investigation to help form your questions. If possible, solicit help from the company’s human resources department in interviewing witnesses.
Tip 8: Create a paper trail
Document everything to clear up any ambiguity and protect yourself and your organization if the employee decides to take legal action. Note all your actions, record your interviews, and keep evidence organized.
Tip 9: Be cautious
Never confront an employee one-on-one about theft. Always have a third party in the room — preferably an HR manager. The employee may take drastic measures. An accused employee may lash out in anger and threaten physical violence in or out of the workplace. Or, the employee might try to undermine you quietly by spreading rumors. In some instances, the employee may ask you to keep quiet about the theft. Don’t say or do anything that could make you an accomplice.