The role of an HR Consultant is varied and often unpredictable. No two weeks are ever the same, as our clients rely on us to support them with everything from day-to-day advice to handling complex employee relations issues. Here, Amy looks at the typical work of her role as an HR consultant, navigating workplace challenges whilst ensuring compliance and fairness when supporting our clients in any capacity.
Typical case
Recently, we received instructions to support the management of a complex grievance case with allegations of bullying and racism. We were required to “support in the background”, supporting the internal HR team. We initially scoped the case, partnering with the client to ensure a fair and structured approach, aligning with the company’s policies and employment law. This also involved providing guidance to our client on a best practice approach and planning out the allocation of work.
The case itself began with reviewing the initial grievance document, thoroughly dissecting all information, which would then form the basis of our investigation plan. Planning and preparation are key in all employee relations investigations. The idea is that the plan sets out the process of who you will need to speak with as part of the investigation and which documents you will need sight of to review in conjunction with the allegations. This information is initially based on the information provided in the grievance letter; however, the plan will likely develop once you begin speaking with the aggrieved, the witnesses and reviewing documentation.
The next steps are the planning and preparation of meetings, meetings with the aggrieved and each witness. As part of this specific instruction, we were required to draft invitation letters and meeting templates. A key part of any investigation process is the interviews. We ensure we are asking the right questions to fully explore and understand the assertions raised and to gather as much relevant information as possible. Additionally, we will discuss the content of our prepared templates and scripts with the client, ensuring they are prepared for the meeting and giving guidance on conducting the meeting. One of the challenges that comes with “supporting in the background” and what we mean by that is, preparing the script/template, rather than conducting the meeting, is that, although you can plan and prepare based on the information you receive, it will often be the case that new information is shared during these meetings. In this case, we are working with our clients to coach them through an investigation meeting, how to ask probing questions, how to phrase certain questions, and how to ensure they leave that meeting with a full understanding of the context of the allegations.
Once all meetings had been completed and all documentation gathered, we met with the client again to review the investigation plan to identify and further investigate.
The client was satisfied that no further investigation was required, so we started work on the investigation report. With this aspect of the case, the internal HR team prepared a draft version of the report, and as part of our instruction, we were then asked to review the report to provide support and guidance. This review work is carried out by going back to the original grievance letter, reviewing the statements from the aggrieved, witnesses and the documentation. As it was not our role in this particular instruction to decide on the outcome, we provided advice to the client on how to structure the investigation report, how to structure the findings, and how conclusions for an investigation are formed.
A well-managed grievance process ensures fairness for employees whilst protecting the employer from legal risks.
The work also saw the instruction for a disciplinary investigation whereby a client was dealing with allegations of misconduct, and they required external HR support to guide them through the process, again “working in the background” preparing letters, meeting scripts, and supporting with the investigation and the report.
Neutral approach
Through all our work, we act as a neutral HR advisor, ensuring the client follows a legally sound process. Initial meetings with the client took place to establish the nature of the allegations and understand the context. We then worked with the client in the preparation of an investigation report and began preparing key documentation: drafting invite letters, witness interview templates, and an investigation meeting template for the accused employee. We provided support to the client on the process and how to conduct the process, providing coaching to conduct the various meetings.
We then provided guidance to the client on reviewing evidence and how to assess documents and witness statements to ensure all facts are considered. Support was provided on the structure of the investigation report so the client could compile their findings into a clear report that would help make an informed decision.
Handling disciplinary issues correctly is crucial to maintaining fairness while safeguarding the company’s legal position.
Example of employee relations work
We received further employee relations work with the instruction to support a client with a redundancy consultation. For this piece of work, we were required to act as the HR representative for a company without an internal HR team. Our scope for this piece of work involved acting as an advisor, guiding the employer through their procedural legal obligations, ensuring fairness and minimising risks.
We met with the client to understand the business case and the proposal for a reduction in headcount. We discussed the correct “pooling” of affected employees and drafted an estimated process plan. We carried out consultation planning and prepared for meaningful consultation with affected employees. This involved the preparation of announcement scripts, invite letters, meeting templates and proposed selection criteria. Advice was provided to the client around each aspect of the process.
We also provided advice on handling communications, advising on how to communicate redundancies sensitively whilst maintaining engagement with remaining staff.
As there was no internal HR team, we took the lead on conducting the process, including onsite consultation meetings and working closely with the client’s management team.
The process was handled correctly, with empathy whilst protecting the employer’s reputation and legal standing.
We were also instructed to investigate a whistleblowing complaint about potential financial misconduct. We were instructed to act as an external investigator, taking the lead on the case and ensuring objectivity, transparency and credibility.
Steps in an investigation
As with any investigation, our first port of call is to review the allegations made and develop the investigation plan, identifying key individuals to interview and key documentation to review.
The planning and preparation of witness interviews is paramount to conducting witness interviews, gathering accounts from each relevant witness whilst ensuring any confidentiality and protection for whistleblowers.
Evidence analysis includes collating relevant documentation, which took the form of data, emails, and company policies.
Once complete, we provided a comprehensive investigation report outlining the findings, conclusions and recommendations.
Whistleblowing cases require sensitivity, impartiality and a clear process to protect both employees and the business.
To round off, we received a request from a current client enquiring about a review of their current policies. The client was considering a “health check” of each of their policies to ensure they are relevant and up to date. We were also asked to make suggestions, based on the client’s business and needs, for any other policies that would be beneficial.
Our process
On receipt of a new enquiry, whether from a new client or an existing client, we are keen to arrange a meeting to discuss and understand your needs. We discuss in detail the specifics of your request and discuss how we can support you, often providing a range of different options.
Following the meeting, we then prepare a fee estimate and scope of work, which details the project and timeframes, which is then provided to the client for their review and feedback.
When conducting a policy review, we will update employee handbooks and all relevant policies and procedures to ensure that policies align with employment law changes. We can also provide you with tailored templates.
A proactive approach to HR policy management reduces risks and ensures that you stay compliant with the ever-changing employment laws.
As HR consultants, we provide you with expert guidance, impartiality and flexibility, stepping in as needed, whether that is as an extension of your internal HR team or as a dedicated outsourced HR function.
We can act as an extra pair of safe hands for business with an HR team for employee relations cases, complex investigations, policy updates, and redundancy projects.
For those without an HR team, we can act as a dedicated HR representative, managing day-to-day operations and compliance and or being on hand to support and advise as and when needed.
Whatever the HR challenge, we can bring experience, structure and practical solutions, helping businesses to navigate employee relations effectively.
How can we help?
With a structured and impartial approach, we help businesses navigate sensitive and complex employee relations matters, ensuring compliance and fairness for all parties involved. If you need HR support, let’s talk about how we can help.
