Investigating Incidents: Witness Interview

#incident #investigations #accident #events #witness #interview

Why witness interview after accident/incident?

1. Witness interviews provide firsthand information and knowledge.
2. Witness provide factual accounts/information of what happened leading up to and during the accident or incident,
3. It helps to establish a clear understanding of the events .
4. Witness interviews determine the completeness of the investigation.
5. Witness interview ensure that the investigation is comprehensive,
6. Witness interview ensure that no stone is left unturned.
7. Witness interviews help us uncover the root causes , underlying causes, and immediate causes.
8. Witness interviews help us know the contributing factors, like human factors (job factors, individual factors , and organizational factors ) of the incident.
9. Conducting witness interviews demonstrates compliance with legal requirements and helps with legal protection.
10. Insights gained from witness interviews inform strategies for improving safety measures, reviewing the risk assessment, and reviewing the policy.
11. By identifying hazards and vulnerabilities disclosed by witnesses, organizations can implement targeted risk mitigation measures.
12. Witness interviews allow investigators to verify and corroborate the information provided in incident reports.
13. Witness interviews ensure the accuracy and reliability of the investigation's findings.
14. Witness interviews offer valuable learning opportunities, enabling organizations to know the cause of accident/incident , and behavioral patterns that may contribute to accidents or incidents.
15. Witness interviews hold individuals accountable and responsible for their actions or oversights.

Witness interview is an important part of gathering information which ultimately help to complete the investigation in a comprehensive manner and prevent the similar accident reoccurrence.

See the flow chart :

PEACE- Investigation Interview Technique:

P – Planning and preparation

E – Engage and explain

A – Account, clarify and challenge

C – Closure

E – Evaluation" in the context of occupational health and safety

PEACE interview technique can be adapted to ensure effective communication and information gathering when investigating workplace incidents or accidents.

1. Planning and Preparation (P): Before conducting any interviews, it's crucial to plan and prepare thoroughly. This involves understanding the incident, gathering relevant information, identifying key witnesses or individuals to interview, and determining the objectives of the interviews. In the context of occupational health and safety, this step might involve reviewing safety protocols, incident reports, and relevant documentation.
2. Engage and Explain (E): This step focuses on establishing rapport with the interviewee and explaining the purpose of the interview. In occupational health and safety investigations, it's essential to create a supportive and non-confrontational environment to encourage openness and honesty from the interviewee. This might involve explaining the importance of the investigation in improving safety measures and preventing future incidents.
3. Account, Clarify, and Challenge (A): During this stage, the interviewer encourages the interviewee to provide their account of the incident or situation. The interviewer should ask open-ended questions to gather as much detail as possible. In the context of occupational health and safety, this may involve asking about the sequence of events leading up to the incident, any safety concerns or hazards observed, and any actions taken to mitigate risks. It's also important to clarify any ambiguous or unclear points and to gently challenge inconsistencies or discrepancies in the interviewee's account.
4. Closure (C): Once all relevant information has been gathered, the interviewer should provide closure by summarizing key points discussed during the interview and ensuring that the interviewee understands the next steps in the investigation process. This helps to wrap up the interview on a positive note and leaves the interviewee feeling informed and respected.
5. Evaluation (E): After the interview, it's important to evaluate the information obtained and consider its relevance to the overall investigation. This might involve comparing information from multiple interviews, identifying patterns or trends, and determining any further actions or follow-up steps required.

Questioning witnesses

Before questioning witnesses, investigators must ensure that they will be able to communicate with them. It is vital that the witness clearly understands the questions; in some cases, the services of an interpreter may be required.

There are two types of Questions:

1. Open Question
2. Closed Question

Open questions encourage detailed responses that provide insights and context, while closed questions seek specific information or confirmation of facts with concise answers.

Both types of questions play important roles in conducting thorough witness interviews during occupational health and safety investigations.

Open Questions:

Open questions are designed to elicit detailed and descriptive responses from the interviewee.

They encourage the witness to provide their perspective, thoughts, and experiences without limiting their answer to a simple "yes" or "no." Open questions typically begin with words like "what," "how," "why," or "please explain."

These questions are valuable for obtaining comprehensive information and insights. For example:

• "What were you doing just before the accident occurred?"
• "How would you describe the safety culture in your department?"
• "Can you explain your understanding of the emergency procedures?"
• "Can you describe what you were doing just before the accident occurred?"
• "How would you characterize the lighting conditions in the area where the incident took place?"

Closed Questions:

Closed questions, on the other hand, are structured to prompt specific, often brief responses.

They are designed to confirm or establish facts quickly and efficiently. These questions usually begin with words like "did," "do," "are," "is," "have," or "were," and they typically result in a "yes" or "no" answer or a short response.

Closed questions are useful for verifying details or establishing basic information. For example:

1. "Did you witness the incident?"
2. "Were you wearing personal protective equipment at the time of the accident?"
3. "Is this your usual work schedule?"

"Tell, Explain, Describe" (TED) -approach

"Tell, Explain, Describe" (TED) questions are a subset of open questions that prompt the interviewee to provide detailed and descriptive responses.

These questions encourage the witness to share their experiences, observations, and insights in their own words.

Here are three examples of TED questions:

1. Tell me about the safety procedures you follow when operating the machinery in your department.
2. Explain what you observed leading up to the incident.
3. Describe your interactions with the safety equipment available in your workspace.

These TED questions are designed to elicit comprehensive responses from the witness, allowing them to share their perspective in detail and providing valuable information for the investigation.

Investigation Witness Interview Tips

• Take witness in a quiet room, no distractions.
• Establish a rapport (positive image) with witness
• Explain the purpose of the interview to the witness , not blame.
• Use open questions, e.g. Who? What? Where? When? Why? How? (5W1H)
• The interviewer should keep an open , relaxed, and calm mind.
• Take notes. (Record) (mobile recording video recording or voice recording after permission from the witness)
• Ask for a written statement from witness.
• Thank the witness after the completion of the interview..

Group Discussion: Question: You have to interview a witness who has just seen his friend injured at work. Suggest some golden rules that should be followed.