As a private investigator have you ever found yourself working day and night with little time for a break? Over time, you find you don't have time to accomplish all the tasks you need for working your cases efficiently. We are going to provide some helpful tips to help you manage your time. Before you continue reading understand that not all of these tips are possible everyday, but if you strive to include as many as possible, when possible, you will be able to gain some more control over the most valuable resource you have...time. So, whenever possible try; 

• Grouping like tasks together - Whether it is surveillance, conducting interviews, completing research or gathering background investigative information, try to schedule those tasks together. Completing like tasks together will help reduce prep time and keep you on target. Consider conducting surveillance in the same day or a couple of days together. You have your equipment prepped, packed and ready to use - saves time! Conducting interviews in one or two days keeps you mentally prepared for establishing rapport, conducting the interview rather than switching from one task to another which slows your ability to mentally prepare. 
• Expect set-backs - When scheduling your work expect there will be interruptions. Issues will arise that must be addressed immediately. So schedule additional time for each set of tasks in case that happens. More importantly, schedule "down-time" in between tasks. It can be as little as 30 minutes or up to an hour. Consider this down-time as a buffer between tasks that will allow you to respond to set backs and to switch your mental gears from one task to another. 
• Don't forget prep time - schedule it - If you are going to conduct surveillance at 5:00 pm, begin prepping at 4 or 4:30 pm. Check to see that camera batteries are charged, and review the locations where you will be conducting surveillance. Conducting interviews? Schedule time in advance to develop questions you need to ask, what information you are attempting to get from your interviews. Failing to properly prep for the tasks at hand extends the time required to complete them as well as reducing our efficiency and effectiveness. I once, well more than once, failed to prepare properly for interviews. The interviews took much longer than needed. Not only was I getting frustrated, but those I interviewed were as well as I stammered and went back to questions I had already asked over and over again. 
• Close out time - For most tasks you need time after completing them to rewrite notes, gather video evidence, or take a mental break. After completing a task it is important to have time to review, re-think what you have accomplished - sort of an after action process - then polish off the details so you have truly completed the task. This includes putting gear away, putting batteries on the chargers, and other prep work for the next time you need it. 
• "Me-Time" - Private investigators work all hours, day and night and even on holidays. It is important that you take time each working day for yourself. It may be a lunch break, or scheduling one hour void of all working tasks. This helps reduce burn-out, increases your patience, and improves your focus on details. This me-time is a mental break. One private investigator shared that he sometimes drives around for 30-40 minutes just to listen to his favorite podcasts, or music. You may not think taking this time each day is important. If not, take the me-time challenge. For the next 10 working days schedule an appointment with yourself each day for one hour. At the end of the week see if you feel better about the work you completed, maybe even less tired. 

Time management is critical to a private investigator. Properly done, you will be more productive, efficient, and the quality of your work will improve. Take time, to make time work for you!

As a private investigator you often find yourself in situations where your safety may be at risk. Interviewing aggressive suspects; conducting surveillance; and being in unsafe areas. Often private investigators can become complacent about their safety, whether having interviewed several individuals without incident; working in unsafe areas several times without incident; or conducting surveillance without being approached by the target. It is important that you always think "Safety First!!!"

Safety First!!! As a private investigator you have to be aware, identify the potential risks you face and be prepared to take action. Think through the following every time you leave the office: 

• Locations - Threats do not always come from the investigation you are conducting. You may be traveling to crime ridden areas, or areas where other individuals may be present that are not happy you are there. Whenever traveling to a location, or conducting surveillance, be aware of your surroundings. When possible, gather information about where you are going by searching the Internet for news stories about crimes, review local police web pages for incidents being reported, and/or locate crime maps to understand what crimes are typically committed. 
• Environmental factors - be aware of safety concerns in your immediate area. If you are called to an industrial plant, or other locations where hazardous work is being performed, you need to be alert. Understand the potential hazards you may encounter such as construction sites. 
• Individuals - Unfortunately, anyone you may encounter could be a potential threat. Whether a witness, suspect or victim, they may perceive your presence in a negative way and react violently. Review your verbal de-escalation techniques, ensure that you have a clear path to an exit at all times when interviewing, and have assistance from other investigators whenever possible. 

Unlike law enforcement, most private investigators do not have the assistance of others to rush to their aid in seconds. Private investigators must identify the potential risks and be prepared to implement mitigating responses which can include protective equipment, maintaining an awareness of evacuation routes, surroundings or taking other evasive actions. The key is to always think SAFETY FIRST!!! If you encounter a situation that is potentially dangerous? Exit, evacuate, run if needed to a place of safety. Only use physical force as a last resort to protect yourself. 

Here are some other safety tips whether working or off-duty to help you develop habits that will make you think Safety First!!!!!: 

• Maintain an awareness of exits anytime you enter a building. 
• Keep your head on a swivel - look around and be aware of your surroundings for potential threats. 
• Think about potential evasive actions you can take in any situation. (We encourage our students to play the "What if?" game. For example; "What if the person I am interviewing attempts to reach across the table at me? Push the table against the individual and move to the nearest exit."; "What if I am in a building and there is a fire? Know where the nearest exterior exit is."; "What if my surveillance target approaches me in a hostile manner? Make sure I have a clear route to evacuate the area.")

Hopefully you have gathered that this article is to get you to think??????? Yes!!!!  Think Safety First!!!! At all times!!!!

Chances are as a private investigator you have a format that you use for organizing your case files. Periodically, it is important to ensure your case file is organized to meet your client's needs. Here are a few tips that may help you tune-up your case files, or check to ensure you are providing the best product for your client. 

• Remember who you are writing the report for - You are writing the report for your client. It needs to be written for ease of use by your client. Avoid using industry jargon that may not be familiar to everyone; verify proper use of grammar and of course spell check. NOTE: It's important when you spell check to ensure you are using words correctly for example; "there" vs, "their". 
• Case summary/synopsis - Client's want to understand the results of the investigation quickly. Write a brief summary/synopsis of the case. Some PI's write the summary/synopsis in the email then attach the report as a pdf file. The summary simply answers the questions the client had when they contracted you to investigate.  
• Use a table of contents - Using a table of contents will help the client, and you, find information quickly. Consider organizing content based on the type of information it is. A section for the investigative narrative, interviews (include a list of dates, times, locations and names), section for evidence collected, and other content arranged by type. Creating a table of contents that lists the sections will make it easy to locate information. (Click here to learn how to create a table of contents in Word. Click here to learn how to create a table of contents in Google Docs)
• Use lists or inventories for each section - Incorporate a list of information at the beginning of each section. This allows you to quickly locate where specific information is in the report as well as serving a double-check that you have included all information in the report. 
• Proofread, proofread, and proofread - As you have read in our other articles about proofreading reports you know this is the most important step. We suggest you write the first draft concentrating on getting all of the information into the report. Then proofread for accuracy and to verify all information is included. Then proofread a second time for spelling and grammar. Try to put yourself in the place of the client. Does the text make sense? Could someone unfamiliar with the case understand the information you have included in the report. And, then let the report "marinate" for a day or two before the final proofreading. This allows you the opportunity to think about it. What information may you have missed? Are there important facts you need to emphasize? After a day or two, plan to spend plenty of time on the final proofread to verify everything - all information is included, spelling, grammar, and readability. 

PROPIACADEMY TIP: When proofreading for spelling and proper use of words, try reading the report backwards. This allows you to focus on spelling and proper word use. 

Your report is the final product that represents your work. Chances are it will be read by several individuals depending on the type of case. It may be presented in a court of law, read by prosecutors, law enforcement or others. Proper organization will improve your final report product and reflect well on your work. 
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Private investigators are professional fact finders. They gather information and determine if the information is factual. Here are some tips to ensure you are gathering and reporting the facts: 

1. Interview - person says they arrived at work around 9 am? Check time cards and/or video surveillance to verify what they said is factual. This helps determine the truthfulness of a witness as well as ensuring you are following credible leads. 
2. Video surveillance footage - Even though you have a video, it's best to gather witness statements as well. Short video clips often don't portray the complete story. Gathering witness statements, verifying they coincide with the video footage ensures you are getting the correct, full story about an incident. Also, identify what happens just out of camera range. 
3. Documents - Documents can change as they move from one person to another or from office to another. Ensure that you don't rely on one document from one person. Follow the document and obtain copies from each stopping point. A timeline may be helpful when you find variations in the document. This is true for electronic documents as well. Look for revision histories, time stamps on document files, and gather statements from each individual that received the document. 
4. Use the triangle method - Created to verify credibility of intelligence information, it works to verifying the facts. If one person says it was about 9am when an incident occurred? Identify two additional sources to verify the time where possible. If one says, 9:15am another says 9:05 am then you know it was around 9-9:15 am. Report the facts. 

Gathering and identifying factual information is your job. It is the key to maintaining your reputation as a private investigator and being successful in your job. No one wants to report something as a fact when it may not be. 

Reprint/publication with permission from Holmes-Tech LLC

Working less sounds great but how do we do it? Simple answer: Make yourself work less each day by using the Force! Your mind force that is, and "NO Luke, I'm not your father so stop calling me!"

• Force yourself to turn away from your work email after hours. 
• Force yourself to focus on non-work things - get a hobby, read a book, or clean up the house.
• Force yourself to mentally transition on your drive home. Think about you have accomplished then focus on what you will do when you get home. 
• Force yourself to focus on WHY you work. Chances are you don't work to work more!

The key is to force your mind to shift from work to life after work!!!!

Interviewing is one of the critical skills that private investigators bring to the table in any investigation. Gaining information from witnesses, suspects, and subject matter experts often is the primary method that private investigators use to solve a case. 

Establishing rapport with the person being interviewed is the first step in any interview, increasing the chances that the private investigator will gain the information they need. Before an interview, gather information about the individual such as reading statements they have provided prior to the interview, understanding their role in a company, or the reason they are being interviewed. Then; 

1. Start with a conversational approach - Introduce yourself and state the purpose of your interview. Remember to smile. 
2. Ask about the individual - Spend a few minutes talking with the individual about their position, role in the company, or how they are associated with the investigation. Chat about their hobbies, interests if time allows.
3. Show genuine interest in the individual - Let them know you are listening to them. Paraphrase information they share with you.  
4. Use their name - Get their permission, "May I call you Rob?". Then use their name when talking, asking questions. This helps to establish a connection with the individual, personalizing the interview.
5. Be friendly, empathetic - Let them know you understand or are trying to understand their position in a specific investigation. "I can imagine that you feel threatened about being interviewed." Or, "It's tough to be under-appreciated in your work." 
6. Maintain rapport throughout the interview - Private investigators that continually build rapport with the interviewee gather more information. Those being interviewed that feel comfortable with the investigator are more willing to share information that may be relevant to the case. 

Building rapport requires effort on the part of the private investigator in an interview situation. Think of building rapport as making an investment in the investigation. It requires a few minutes of time but can provide excellent results. 

Managing multiple investigations can be challenging when you have limited investigative resources. Great time management is critical to being successful, by meeting client deadlines while completing quality investigations. Here are a few tips we share with our students in how to manage multiple cases effectively and efficiently: 
 

• Map Timeline for each investigation - Outlining each investigation by the type of investigative action only takes a few minutes and will allow you to find commonalities in tasks and time frames. Start by writing the date(s) then the category of task like interviews, surveillance, research, etc. Include estimates for the amount of time you will need to complete each task. 
• Identify conflicts - Based on your investigative map timeline look for any conflicts where  tasks must be completed at or near the same time. Maybe you have double-booked interviews, etc. Work to resolve those conflicts by sharing the work with colleagues or re-scheduling where possible. 
• "Time-Chunking" - One of the most effective/efficient methods is to put like tasks together. Wherever there is an opportunity to conduct like tasks across multiple investigations in a series it will provide better results. Consider that when you get into the "zone" conducting interviews, you can work more effectively/efficiently by conducting as many interviews during the same time period for different investigations. Same goes for report writing, conducting surveillance (which is often more difficult to schedule), and research tasks. 
• Schedule Reserve Time - You need time after each group of tasks to complete paperwork, evaluate the results, and to allow for unforeseen changes in schedule. When conducting interviews at one location, make sure to leave an hour before starting the next round of interviews on another investigation. Chances are you may run over the scheduled time, and you will need some down time to prepare for the next set of interviews as well as travel time. 

Whenever you take a case it is important to start with the map timeline. As you add additional cases you will already have the information you need to coordinate schedules with your client and look for opportunities to use your time wisely. 

Seldom can investigators conduct their investigations in a totally linear fashion - completing one investigation before beginning the next. Managing your time wisely will improve your ability to complete investigations in a timely manner, while ensuring you maintain the highest quality which includes accuracy, being effective in completing your tasks. 

At one time or another, all private investigators have encountered a client that is difficult to manage. Notice the word "manage". Clients that call constantly for updates, their expectations exceed their fiscal resources, or those that do not accept the factual results of an investigation can be challenging to deal with. Disclaimer: We have learned there is no one technique or method that will always work.

As a private investigator you must manage your clients to ensure you are providing the best investigative services. Managing a clients expectations is a two phase process: 1. Prior to the investigation; and 2. During the investigation. (We've found that phase 1 is often the most important)

1. Prior to the investigation - Prevention is the best management technique for any private investigator. Taking preventative steps, prior to the investigation, will help reduce the chances of conflict with the most difficult of clients. 

First, gain a clear understanding of the investigation to use in developing a clear investigative estimate. Investing the time to gather the information during the intake phase of an investigation will allow you to identify any potential areas where the client may have unrealistic expectations. Listen for verbal clues for example when the client says; "It's obvious they are cheating", "It's a simple case that shouldn't take long". Warning - if it is "obvious" or "it's a simple case..." then they don't really need your services. This is often they attempt to reduce the costs of the investigation.

Second, write a clear investigative scope statement for the contract. Review it with the client and of course have them sign acknowledging the statement. This will assist you in the event they refuse to pay. When discussing the investigative scope be careful what you say. Stick to the content of the statement. Making comments like, "Of course we will take extra steps where needed", Or, "This is just a formality." Will only add to the client's expectations. If you have investigators working for you, make sure they understand to stick to the scope of the investigation. 

Third, develop a communications plan. Identify a schedule for providing the client with updates as to your progress. It may be once a week, once a month, whatever the schedule make it reasonable for both you and the client. 

2. During the investigation - One guiding principle we always encourage investigators to consider during an investigation is to, "Under promise and over deliver." Using this principle, your client should be happier with your response to their investigation, for example if you promise to update them weekly, but call them twice a week you are exceeding their expectations. Another example of this principle is identifying the time line for your investigation. Most client complaints are it took too long to complete. So if you feel it should only take a week to complete, consider setting a goal of two weeks. This allows for those unexpected occurrences such as illness, or being unable to schedule interviews. 

With these ideas in mind, following are some specific ideas from private investigators in dealing with a few types of difficult client's:

- Client that calls a-lot - One investigator explains their approach - "When I start receiving multiple calls from a client, outside of the communication plan, I'm always professional and always take their calls. You never know when they may have information that can assist with the investigation. If they are only calling for updates, then I politely refer them to the communications plan. Like, "I don't have any additional information at this time. I will update you on such-and-such date as we agreed. That will allow me time to further develop information." 

- The "add-ons" client - An investigator has a great way for handling the client, that once the scope has been agreed upon, they call and want the investigator to do more. This investigator, when talking to the client, offers to revise the investigative scope statement then provide them with an estimate for the additional cost. She shared, "Some clients sign the contract then either they think of things later they want done, or think of how the investigation should be conducted either by talking with friends or colleagues. I had one client that got ideas on what I should be doing by watching crime shows. When I explain it would increase their costs and require a revision to the contract they often decline."

- "You're not doing anything!" - The most difficult client to deal with is the one that is almost never happy with your investigation. They feel you are not fast enough, or you are not completing the investigation appropriately. (This can include the "add-on" type client as well) One private investigator shares the harsh realities of managing this type of client - "If early in the investigation I realize that I am dealing with a client that will never be happy I consider terminating the contract. It's hard to give up the opportunity to make money, some returns are not worth the challenges. If I decide to terminate the contract I explain to the client that I may not be able to meet their needs or expectations then offer suggestions of other investigators that might be able to help them. Sometimes they calm down and listen to me, others will take me up on the offer to release them from the contract. I always bill them for the time and offer to share the information I have gathered with the new investigator. This helps protect my firms reputation, and avoid spending an inordinate amount of time fighting with the client." 

One investigator offers the best advice for dealing with any difficult client - "I always practice empathy with my client's. I mostly deal with divorce types of investigations and receiving numerous calls, or having upset clients about the progress in an investigation is routine. I try to put myself in their place - realizing they are emotionally involved, totally wrapped up in the investigation. I often find I am as much a sounding board for them, like a counselor, as much as an investigator." 

As a private investigator you can never completely avoid the difficult client. In some cases you may even stop the investigation when the difficulties outweigh the potential risks to your firms reputation. Thinking proactively, in a preventative fashion during the intake phase and carefully responding to a difficult client during the investigation can help you lessen the impacts of challenging clients. And, yes, sometimes you just have to listen.

Information you collect from interviews, documents, and your investigative logs are the foundation of your work product. As a private investigator you are not immune to data losses that may occur accidentally or as the result of a criminal act. Further, the information you collect is private and belongs to your client. As a private investigator you must protect your digital and hard-copy information. 

Protecting Hard-Copy Data
You collect documents, and other forms of paper information for use in your cases. In many cases, these documents are evidence for the case. Here are a few tips to protect these hard-copy, paper documents: 

* Make working copies - Using your scanner or copier, make copies of the original documents. Once complete, seal the documents in sealed envelopes, (writing identifying information on the envelope before placing the documents inside), then store them safely and securely. You can use the copies for your investigative file as you work the case. You can make notes, highlight information, etc. on your working copies making it easier to find information you need. 
* Store in secure manner - Originals should be stored in a lockable, fire-proof filing cabinet or safe. Fire-proof, lockable storage is not inexpensive, but when you consider the protection afforded the investment is well worth it. Also, the cabinet or safe should be stored in a secured room for extra protection. Not only do these cabinets protect the documents, they also help maintain your chain-of-custody when you keep a log to show when the room and cabinet was accessed and by whom. 

Protecting Digital Data
Chances are you are using a lot of digital data in the form of electronic documents, photo's, video's, etc. Loss of this data can cripple your investigative efforts. Protecting your digital data is more important than ever. Consider these tips: 

* Secure Online Storage - Several years ago we would not have considered storing digital information online. Secure, online data storage, or "in the cloud", has become a preferred method for private investigators today. Several companies offer secure cloud storage solutions. With criminals changing their tactics on a daily basis, using a secure online data storage service ensures there is someone protecting your data around the clock. Most importantly, your data is maintained in the event you have a hardware failure. Ever turn your computer on and it never boots up? 
* Working Copies - Depending on your investigation you will want to make working copies. This is easily done in hard-copy or by creating a copy for your use while working the case. (Remember, every time you access a document it is time/date stamped.) For emails and documents make a pdf copy that you work from, make notes, etc. 
* Two-step authentication processes - Of course if your password is compromised or an employee clicks on one of those phishing emails, all of your digital information could be at risk. Two-step authentication protects your email, and data (if you select the right service) from phishing scams, or if your password is compromised. You can purchase security keys that protect your accounts from phishing scams. 

As a private investigator you are responsible for securing hard-copy and digital evidence, protecting it from tampering or inadvertent loss. This has become so important that we train our investigators in data protection methods to include secured storage, enforcing strong passwords, and using two-step authentication with security keys. 

Invest some time, and yes, money, to protect your documents and digital data.