,Let's face it. Not all Private Investigators are the best organized when it comes to "paperwork" (we are referring to both digital case file information and real paper). So what do you do???? Here's some advice, not necessarily new advice mind you, from one of the most disorganized private investigators we know. (She asked that we withhold her name - so we named her "Messy"). 

Private I HQ: "How do you stay organized since we're told you're disorganized?" 

Investigator "Messy": "For paperwork I use pocket file folders. One for each case I'm actively working. I simply take all paperwork, like my receipts, copies of evidence, all of it, and put them in the folder. Now it's all in one place. I throw a couple of blank sheets of paper in there for my notes, expense and time logs." 

Private I HQ: "OK, Investigator "Messy", what do you do about electronic files?" 

Investigator "Messy": "The same thing. I make a file on my computer desktop with the case number as the name. When I receive an email in reference to a case I save it to a PDF file and then drag and drop in the case file folder on my desktop. Digital files, like surveillance video, or statements, I do the same thing. By the way, a neat thing you can do, I guess depending on your computer, you can right click and print and everything in the folder, except the videos of course. I can then add those to my pocket file folders when I'm on the road." 

Private I HQ: "That sounds pretty organized. Why do you feel you are disorganized?" 

Investigator "Messy": "My friends remember how it was for me before I set-up this system. My desk was always piled high with papers. I mean really piled up. You couldn't see the top of my desk." [She places her hand about a foot above the table showing the height:-)] 
​"I felt like I could find everything, and I could. It just took me a long time. Now I simply grab the case file folder, or open it on my desktop and look for what I need. The key is to put anything in the folders as soon as possible. Immediately! I know other investigators that do the exact same thing. So, it's not my idea, just an idea that I put in to motion because of the ribbing I took from friends and family."

Private I HQ: "Why not an electronic case file system?" 

Investigator "Messy": "Cost and it's just me. Also, I tailor my completed reports for what the client needs. Sometimes that's hard to do with an electronic file system. And, for me, having an electronic report writing system requires me to be tied to a desk. I'm on the go a lot and often work away from the office. I'm sure there's an online solution out there, but again, it's a cost issue. A cost that would ultimately have to pass on to my clients."

Sometimes, the tried-and-true, simple method is the best. ​

Conducting interviews is critical to any investigation. Private investigators use information gained from interviews to identify suspects, verify facts, or find leads to successfully conclude an investigation. Since interviews are so critical it makes sense for a private investigator to invest a few minutes to build rapport to increase the information they will receive. 
 
Building rapport is not an art, it only takes a few minutes and when you focus on building rapport with someone you are interviewing you will receive more information than you would have without.

Steps to building rapport: 

1. Don't rush in to the interview - Take a few minutes to talk with the person. Find topics of common interest. "How do you like working here?", "Did the weather cause problems commuting to work today?" This allows the person to become at ease with you, and for you to feel more at ease with them. Often a few minutes of talking about topics other than the purpose of the interview will help overcome resistance. 

2. Mirror the individual using body language - If the person is leaning forward on the table, do the same. If they are sitting relaxed, do the same. Mirroring someone's body language subconsciously puts them at ease with you. Don't be too obvious, just mirror their body language every few minutes. 

3. Practice active listening - The point of the interview is to listen. Some investigators have a tendency to interrupt, or cut someone off when they are talking to try and get to the point. Even if the individual rambles when talking with you, allow them time to just talk. It may be a sign they are becoming more at ease. Also, they will be encouraged to talk more when you ask the hard questions. Paraphrase what they say to you make sure you understood them correctly as well as signaling them that you are listening. 

4. Be empathetic -  Letting them know that you understand how they felt about a situation will further develop trust. "I see that you were angry." "Other people would feel bad if that happened to them." Being empathetic does not mean you agree, rather you are trying to understand their emotional viewpoint. One investigator shared that by being empathetic the individuals would often share more information about an incident, sometimes confessing. 

5. Be respectful to the other person - Some people are hard to respect because of their actions, or attitudes. By always being respectful towards them you increase your chances of breaking down their resistance, or increasing the chances they will lower their guard when talking to you. 

Building rapport will increase the effectiveness of your interviews, and allow you gain more information. Often the information that will be provided will be more accurate than just asking specific questions. 

Private investigations is a for profit business. Getting the investigation right is critical for private investigative firms to maintain their reputation, and gain additional business. Here are a few tips that seasoned private investigators shared to make sure they get every investigation right!

• "It's about finding the facts." - Not all investigations result in identifying a suspect, wrong-doer, or locating missing property. This investigator is correct, that any investigation must focus on finding the facts even when they don't lead to identifying a suspect. He says, "Some cases I investigate find there is no crime or wrong doing on the part of an employee. Having the facts to support any conclusion an investigation reaches is critical for that reason."
• "Keep the investigation simple and real." - She says, "Some of my clients think their investigation is complicated and that I will be kicking in doors, chasing suspects. I've learned that investigations are often straight-forward and I keep them simple by working small portions of the investigation at a time." Keeping any investigation simple is important for obtaining the facts and keeping the investigation focused on answering the questions asked by the client. 
  
• "Chase the leads."  - Primarily talking about missing person cases, this investigator shared, "I follow any and all leads I receive. Often there are leads that are not credible, but I check them anyway. I limit my follow-ups based on the credibility of the lead and resources available to my client. Sometimes that one lead that does not appear to be realistic ends up being the solution to the case." 
  
• "Develop an investigative plan." - From an investigator with over 20 years experience. "When I started out I often rushed in to the investigation without any planning, focusing on the suspect of the investigation. I wasted a lot of time. Pro PI Academy taught me to develop an investigative plan using various techniques such as mind-mapping. I spend an hour planning every investigation I receive, no matter how simple. It helps me complete a thorough investigation, it saves me time. When I'm done I know I've done all that I can do." 
  
• "Stay focused on the investigative scope." - "I remind myself that I work for the client, finding answers to their questions. Any investigation can result in new information about other problems, but I focus my efforts on the scope I agreed upon with my client. That's what I get paid for." 
  

Getting any investigation right takes a lot of skill, planning, preparation and then proper execution.

Private investigators are ethical people. Sure there are those very few that are not. Private investigators are often drawn to the profession because of the ethics they already have since the profession is one that recognizes ethical behavior. So where are ethics derived from for private investigators? 

• Personal ethics - The profession attracts those with higher ethics and moral values due to the nature of the work - fact finding. Also, finding those that are doing wrong. Individuals with higher ethical and moral values feel comfortable working in the environment of private investigations. 
• State regulations - many states regulate private investigators in some form or fashion. There is often minimum standards for hiring such as background, then regulations for unethical behaviors, disciplinary actions. 
• State laws - State laws are also another method for determining ethical practices for private investigators. Private investigators are not above the law, in fact, they are expected to understand and follow the rules more so than the average individual. 
• Training - Those that complete training have received ethics training as well - additional information that identifies the ethical requirements for the position. 
• Reputation - Private investigators are business oriented. They make their living by conducting investigations. Being ethical is critical to building their reputation with their clients, within the legal system, and among their peers. Loss of reputation equals loss of business. 

Ethics and moral behaviors above what many would consider the norm are standard for private investigators and their standards are derived from several sources as mentioned above. Private investigators are attracted to the profession because it fits their life style, it is dictated in regulations, laws, and training. And, most importantly, maintaining their ethics is critical to their success. 

Private investigations is one of the oldest businesses in the world starting well before the 16th century. US Bureau of Labor Statistics states that the growth of the private investigations industry is around 11% above the average growth rate for all other professions. So why are private investigators in demand? Primarily, they can fill a void where law enforcement do not have the resources, time, or expertise to conduct an investigation. 
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• Missing persons - If a member of your family, or a friend is missing, the first call you should make is to local law enforcement. Understand that law enforcement is limited on resources and limited geographically. A private investigator is the second call to make. Private investigators have the expertise, they can dedicate a great amount of time to locating the missing person and have the ability to travel where needed. 
• Surveillance required - Whether a business or a private individual, private investigators have the training, and equipment to conduct surveillance that is focused on your needs. Most importantly, they will get to the facts of your case. Conducting surveillance requires time and skill to perform. 
• Infidelity cases - Often the first type of investigations that individuals think of is the infidelity investigation. Investigators conduct surveillance, gather information (evidence), and provide the client with a report noting the results of their investigation. The report can then be used for civil proceedings. 
• Company needs - Private investigators provide businesses with a multitude of services from employee background investigations, conducting administrative investigations, consulting on loss prevention methods, criminal investigations and even evaluating other businesses that companies may be interested in purchasing. Again, local law enforcement are limited on resources and time and often can provide the attention to many of the investigations that private businesses require. 

There are a number of ways that private investigators can assist individuals and companies that are not often thought of: 

• Conducting interviews - A primary skill for a private investigator is interview technique. Primarily attorneys will call upon a private investigator to assist them in conducting interviews of witnesses for vehicle accidents, or other incidents. Although there may not be a specific investigation, the expertise in interviewing is often helpful in various practices to include media, businesses, and other needs. 
• Locating lost or stolen property - With the limitations of local law enforcement, private investigators can assist in finding valuable property that is lost or stolen. Investigators pick up where law enforcement left the investigation or have reached the limits of their abilities. 
• Locating persons for various reasons - Other than missing persons, private investigators often assist attorneys and insurance companies in locating witnesses, suspects, or others that are needed for specific legal requirements. Locating people is a time intensive process and the skills of a private investigator provide a quicker method to determine where or if the individual can be found. 
• Incident investigation - If an incident, one that is not criminal occurs, private investigators provide a valuable resource as law enforcement will not investigate non-criminal actions. Most often incident investigations are conducted for the business community, but some private individuals may find a need for a private investigator. A writer hired a private investigator to gather information about a historical event for a book they were writing. 

Any situation where the primary skills of a private investigator can be utilized is worth considering. Private investigators are skilled at interviewing, conducting research, searching court records, locating missing persons or property, gathering the facts, and providing a detailed written report. 

If you are asking the question then you probably need a private investigator. Here are some things to consider when you think about hiring a private investigator: 

• Professional with the experience necessary - You can conduct your own investigation but it will always be considered tainted if you are an involved party. Hiring a private investigator, an outsider, even though they work for you, will provide you with the experience, skills, and abilities needed. Also, most importantly, they've done it before!
• Save time & money - Yep, you have to pay a private investigator. Keep in mind they have the experience and tools needed to help you with your investigative needs. Chances are they will accomplish what you need in a shorter time period and provide a written report that documents their results. 
• Reduces your worry - If you are concerned about a spouse that may be cheating on you, or you need to locate someone, a private investigator will take some of the worry off of your plate. They will work on the case for you. Consider them a partner in your investigative needs. 
• Surveillance required - If surveillance is part of your needs a private investigator has the tools necessary to conduct and document the surveillance. Surveillance can be time consuming so having a private investigator that can concentrate on specific surveillance needs is critical. 

Hiring a private investigator will help you get results in most cases. Unfortunately, there are those cases that do not get proven, primarily because there may not be a cause for concern. Private investigators, in most states, are trained to conduct an investigation to get the facts. If you think you might need a private investigator? Then talk with one. 

I talked with an individual I will not name, that ranted about how private investigators are unprofessional. I had to leave before it got physical. Instead, I share my feelings with this blog, and you bet, I'm sending it to him! Private Investigators that I know are above reproach, truthful, dedicated, and honest. 

Let me tell you about private investigators I have had contact with....

• Honesty - I shared the PIN# & debit card with one and never thought twice about it. Two years later, no problems. I would not share the pin# and debit card with some of my family members!!!!!!
• Truthfulness - Just a few days ago, an investigator conducting a missing persons investigation had the opportunity to chase worthless leads for $$$$$$$. Did she? NO, she didn't. She advised her client that it would be best to save their money for now. She didn't think twice about being truthful with her client when it meant she would lose out on big bucks for her services. 
• "It's a business" - He went on about how private investigators were only in it for the money. So what!!!!!!! So is Walmart, Sears, JCPenney, and numerous others, but that doesn't mean they are sneaky, less than truthful. 

Are there some private investigators that are unprofessional? You bet, but it's less than 1% from my unofficial count. Can politicians say that less than 1% of their colleagues are unprofessional? Sure they can, but they are politicians and they are not known for being truthful!

Private investigations is a business. A business where only true professionals survive. Being a true professional is being all things honest, true, and ethical, many things that others are not. 

Thanks for reading and allowing me to vent.
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Unfortunately, the news often tells stories of private investigators conducting themselves in a unethical, often illegal, manner. As a private investigator you must be ethical in all that you do even if it means turning down an investigation. 

Ethical behavior continues to be a problem for private investigators, a relatively small group of private investigators. So how do you avoid becoming embroiled in an ethical dilemma. 

• Follow the law - Sounds simple enough. As a private investigator you would probably never consider breaking the law. Unfortunately, some do. Remember that "bending the law" is another way to of saying "break the law." Make sure that you are aware of the laws related to your private investigator duties and tasks whether it is the use of GPS tracking devices, conducting searches, or accessing information. "Ignorance of the law is no excuse!" You must stay abreast of the law. Sometimes, staying within the boundary of the law may still be considered unethical behavior in the application. Never break or bend the law. You will go to jail if you do, and consider that the penalties may be harsher as you know better. 
• Does it feel wrong? - Probably the best moral compass is your feeling that something you are about to do is not quite right. If your client asks you to do something that you are not comfortable with, respond with a firm "No" immediately. Often private investigators get in trouble when they exceed the scope of their investigation. This not only creates problems for the investigator, but it does not serve the needs of their client. This opens you to civil liability as well. Avoid going on a "witch-hunt". If you are tasked with investigating employee theft, stick to the alleged theft.  If you feel uncomfortable in completing a specific task, chances are it is because you know it to be unethical. (Once had a private investigator tell me that an employee he investigated wasn't committing a theft as was originally suspected, but the investigator boasted, "But, I broke up his marriage when I caught him fooling around with another woman." and then he laughed. Hmmmm...not within the scope of the investigation.)
  
• Industry Standards - Most states have governing boards or associations that outline how private investigators should complete their work. Know them, you are expected to know them, and follow them. The public will look to the industry guidelines as well as their own morals to determine your guilt or innocence. Making a defense of "I didn't know" seldom, if ever works. Also, consider that your unethical behavior will follow you. Chances are you will get caught. A colleague once said, "You may get away with doing something unethical for a few days, maybe a month, or even a year. BUT, it will catch-up to you eventually." Wise warning. 
  
• "What would your parents or loved ones think?" - Would your personal support group be proud of you? The answer to this question is probably one of the best barometers for determining ethical behavior. Best used when you feel the issue at hand is "cloudy" as to ethical practice. Our best advice when encountering questions about ethical behavior where there is not a clear cut answer is to assume the worse, that it is unethical, and avoid it. Let's face it - if a storm cloud was approaching and it was not raining yet, you probably wouldn't set-up the picnic table outside!
  
• Think of others - As a private investigator you think of others everyday. Your job requires that you protect the innocent, and ensure the protection of the accused. Consider your fellow private investigators in the profession. Whenever a private investigator is caught in an unethical behavior it reflects on all of us. 
  
• Surround yourself with ethical colleagues, avoid those that aren't - Ever hear the statement, "Guilt by association"? If you are regularly in the company of those that are unethical, you will be viewed by others as unethical as well, whether or not you are. You know those that are ethical. Stick with them. Not only will you avoid the perception that you are unethical, but you will improve your moral compass when it comes to ethics. 
  

Still not convinced!!! If you conduct yourself in an unethical way it will catch-up to you eventually. Consider the short and long term damage it will do to your career, your relationships with those around you, and the inevitable guilt and regret you will endure the remainder of your life. Unfortunately, it doesn't work in real life like it does in the movies. If you conduct yourself in an unethical manner the damage is severe and long term. 

For those private investigators that ethical in all that you do....THANK YOU!!!!! 

Here is an excellent, free resource, for private investigators. Case Management 101, by author Paul Purcell, provides information for building a successful case file system. It discusses everything from setting up a case numbering system to agreements and report forms. Click here to view the ebook. 

Send Paul a note on his website at http://www.thecasefile.com/contact-us-five/ and let him know you saw his ebook at Private I HeadQuarters. 

As a private investigator you interview a lot of people with information about your case. Interviewee’s often include; clients, witnesses, suspects, and others such as; subject matter experts with knowledge germane to the investigation. 

Following are the “Lucky 7” steps to a successful interview: 

1. Select a private location to conduct the interview. People being interviewed are more comfortable when they are away from others. If interviewing someone at their location, ask them to arrange for a meeting room, or location where you can talk in private. Coffee shops, restaurants, or other public meeting venues may be appropriate when interviewing subject matter experts. 
2. Begin each interview by introducing yourself, explaining the topic, or topics you want to discuss, and approximately how long you expect the interview to last if known. Thank them for taking the time to meet with you. 
3. Establish rapport with the interviewee. It is important for them to be comfortable in talking with you to increase the potential for success. Remember, your title alone may be intimidating to an individual being interviewed. Start out with a few general questions not specific to the investigation. “How are you today?”, “This seems to be a nice place to work, how do you like working here?” Keep questions positive and ask follow-up questions based on their answers. TIP: Start steps 1-2 without your note taking materials. When you get to step 3, tell them you need a minute to get ready and start the chit-chat. Stop what you are doing when they begin to answer your questions and devote your attention to them. Great way to build rapport, while relaxing your interviewee. ​
4. After building a rapport, announce you are going to begin the interview. “Ok, I have some questions to ask you to assist with my investigation, so if you are ready, let’s begin.” Notice, “...so if you are ready…”. This is their opportunity to mentally prepare, and they can get a refill of coffee if needed. 
5. Have your questions pre-planned, already written out. Ask your questions, clarify answers, and make notes as you go along. Make sure your question has been fully answered before moving on to the next question. 
6. Before you conclude the interview, ask them if there is anything they would like to add, or are there any answers they thought about that they would like to add too. End with a closing statement, “This about concludes my interview questions. Is there anything else that you can add that may assist us in the investigation?”, “Are there any answers that you have given that you would like to clarify or add too?” 
7. Closing the interview. Thank the interviewee for their time and assistance. It is important to continue the rapport building. Provide them with your contact information in the event they remember something, or they learn of new information that may assist you. This is a good time to follow-up with the answers they gave you during rapport building step, “Hope your day continues to go well.” “You really like to work here. That’s great to have a job you enjoy.” 

Pre-planning your interview by following these simple steps will help you get the most out of any interview you conduct. (Below is a sample interview you can download)