Is it a good sign if you have employee hotline but the reporting rate is low?
The reasons that the reporting rate is low is probably because:
Employees do not want to speak up - because they are afraid to speak up
Employees do not care to speak up - because they have given up to speak up
Employees do not know how to reach out to speak up
Your company culture is wonderful, and everyone is behaving ethically - this is what we hope for the most.
What happened if this is not the case that everyone is behaving ethically?
You are going to miss the opportunity of reviewing employees concerns and detecting potential misconducts. The impact of losing the ability to detect can put your company at risk. It can destroy your company’s brand name, growth and profit.
Here are two directions that you can rebuild your hotline and help your employee to stay engage with you.
1. Make it safer to report — increase the employees’ likeliness to report
All employees want the employer to hear from them. One of the reason employees don’t want to speak to you is because they are afraid to speak up. Even if you have a retaliation policy to protect them, but is it enough to guarantee protecting them?
On the other hand, employees believe HR or the company is spying on them. Employee will also try to keep their personal and friends’ feed private, so they could avoid their employer (e.g. managers) spying on them.
As you can see that employees are so cautious about privacy and confidentiality.
This is the sign we should make the reporting tool is able to guarantee protecting them — allowing them to report anonymous. This makes employees feel safer to report.
The Red Flag Group® has shared a research about importance of anonymity to the employees. “Employees are 70% more likely to report if anonymity is guaranteed.”
2. End-to-end feedback — employees are more likely to share with you in the future because you provide feedback from the beginning of receiving case until the case closure.
Two-way feedback is the foundation of bonding employer and employees. The communication about the case is not just sharing case status. When the situation is allowed, consider these suggestions to improve your feedback communications:
Upon receiving report, share a full picture for what you are going to do with the case. Sharing the idea will help reporter to understand that you are care about this report. This make employees more likely to share with you in the future.
Document your communication dialog at one single platform. We learnt a complex case require different stakeholders to work together. Keeping your investigation logs and communication dialogues of the reporter on the same platform is crucial. It can help your team to deliver consistent message to the reporter.
Notice to explain — generate a message to the case allegation subject is convenience and it can reduce your burden and lost tracking the communication.
Closure — Always share with the reporter about the actions you are going to take/ or actions you have taken. It eases the reporter that this issue is under an improvement manner. The reporter can look forward to believe in your leadership and grow together with the company again.
What if you need to follow up anonymous reports when you don’t know how to contact the reporter?
With IntegraCall®, it is not only we can ensure absolute anonymity. Employer can also connect with the reporter via anonymous communication platform. This give empower your team to communicate with anonymous reporter. Get a demo and learn how.
The Red Flag Group® has many years’ experience in developing programmes related to workplace harassment as well as whistleblowing. We also provide hotline and training services to support the successful operation of your programmes.
If you wish to understand more about effective hotline and case management products, schedule a call with us.