A safe, secure and anonymous reporting tool for whistleblowers

A whistleblowing system is a comprehensive mechanism that includes allowing employees to submit reports, the receiving and processing of reports, and resolving the problems reported.  It must be user-friendly and beneficial to both the company and the whistleblowers. Let's take a look at the key elements of a whistleblowing system. Reporting channelsA whistleblowing system must provide a secure, reliable, and easy way to submit reports. When introducing an internal reporting system, it is also important to consider that whistleblowers should have the option to submit reports in writing, orally, and in person.  Companies can choose from multiple reporting channels and combine them differently, such as whistleblowing software, phone lines, email boxes, physical mailboxes (i.e. a trust box), and personal meetings with the person designated  to receive reports.  The foundation of an internal reporting system usually consists of specialized whistleblowing software like FaceUp, which has the advantage of being available anytime and anywhere, ensuring the safety of reporters, allowing ongoing communication after the report has been submitted, and offering easy and clear report management, including those received from other sources. They can also be easily linked to the company's compliance system. More about the benefits of whistleblowing systems can be found here.  Report assigneeThe second key element of a whistleblowing system is the designated person who receives and deals with the reports (i.e. relevant person). They are the only person who is in (direct) contact with the whistleblower and who is allowed to familiarize themselves with the contents of the report.  If requested by the whistleblower, the relevant person must be able to receive the report face to face. In addition to evaluating the validity of the report, the assignee proposes solutions to the problem and is responsible for informing the whistleblower about the report's acceptance and outcomes.  Therefore, it is important to choose the right person. They should be knowledgeable about their rights and responsibilities, understand the legal requirements of whistleblowing, and have received proper training and education.  Employees from compliance and HR departments are usually appointed to this position, along with or corporate lawyers. If no suitable person is found within the organization, an external person can also be appointed. Moreover, it is possible, advisable even, to have multiple assignees and allocate them different areas of concern. Internal policiesThe final, but no less important, part of a whistleblowing system is properly informing employees and all interested parties of its implementation. The best way to do this is by adopting an internal whistleblowing policy that should:• explain the importance of whistleblowing • define the basic terms • specify possible reporting methods • explain who is covered by whistleblower protections • describe the process for handling reports • provide the name and contact information of the appropriate person As a minimum, it is essential to publish the ways employees can submit reports and the contact details (telephone number and email) for the assignee.Download our free template of whistleblowing policy. What are the advantages of a whistleblowing system?Implementing a whistleblowing system is not an easy task, but besides fulfilling legal obligations, it has many other benefits and is a worthwhile undertaking for companies. Here are some of the main advantages: • Prevention of legal disputes A whistleblowing system enables problems to be reported in a timely manner and resolved internally, avoiding situations that might otherwise lead to legal disputes. • Improvement of company culture When employees can safely report unethical or illegal practices in an organization, it can lead to a culture of openness and trust. • Protection of the company’s reputation A whistleblowing system protects the reputation of the company by enabling problems to be addressed before they become public and damage the company's reputation. • Increased productivity A whistleblowing system allows employees to report problems that might otherwise be ignored or left unresolved, thus eliminating obstacles that hinder the productivity and effectiveness of the organization. • Increased customer trust By implementing a whistleblowing system, a company demonstrates that it takes its ethical commitments seriously, which can have a positive impact on business relationships. Depending on the size and type of organization, the costs of implementing a whistleblowing system can be surprisingly low and in any case, can be considered a significant investment in the future prosperity of the company. Check out our pricing list of whistleblowing system and see how much you can save. Are you looking for the whistleblowing system?Get in touch with our whistleblower specialist today to arrange a free demo, or browse some of FaceUp’s whistleblowing system features.

Anonymous workplace reporting is where employees or any other stakeholders of a business or organization notify the relevant person in that organization of unethical or illegal conduct, without fear of recrimination.  Allowing employees and other individuals to report misconduct or make general suggestions anonymously has a multitude of benefits. These include but are not limited to: Helping to create a culture of transparency and open communication, building trust within a workplaceProviding a secure channel where employees can request guidance, raise queries and make potentially transformative suggestionsProtecting whistleblowers from recrimination, ostracization, or any other negative consequences of speaking upAllowing employees to feel heard and valuedEnsuring your business or organization remains compliant with the relevant whistleblowing legislation in your regionFor example, if an employee feels that they are being bullied, harassed or otherwise mistreated by their line manager, but are afraid to speak up in case their career chances are affected as a result, they can choose to notify the authorized person within their company or organization anonymously and the matter can then be dealt with. Alternatively, if an employee notices an inefficiency in one of their work processes, but does not feel like they have the requisite authority to point it out, they can do so anonymously, potentially saving their company money and/or time. Implementing anonymous reporting in your organizationThere are several ways to implement an anonymous reporting channel in your organization. The most common forms this takes are: An online form: i.e through as whistleblowing platform such as FaceUp, or a designated reporting/feedback toolA hotline: often outsourced to a third party, which employees can call to report their concerns or suspicionsA suggestions/trust box: now a more old-fashioned approach, this is literally a physical box into which employees can drop notesWhen implementing an anonymous reporting tool, it is important to communicate it properly to your employees and offer training in using it. This fosters familiarity and comfort with the system and increases uptake and use. Case studies where anonymous reporting proved beneficialThe experience of company Vitkovice Steel, represents an interesting case study since they noticed that the implementation of an anonymous reporting channel actually led to the percentage of anonymous reports decreasing over time. To begin with, 70% of reports were under the cover of anonymity, eventually going down to 30%, bearing out the improvement in the workplace culture.  Another client, the Brno Municipal Office, found that the introduction of an anonymous whistleblowing platform led to the discovery of instances of bullying by a particular individual who was subsequently removed from the company. They then noticed an increase in productivity after this individual had left. Read about our clients experience with using the anonymous reporting system. ConclusionOverall, it is clear that introducing an anonymous reporting channel in your organization is hugely beneficial in ensuring that employers and anyone else who interacts with your company has the means to report suspicions of wrongdoing or offer up suggestions for improvement, without fear of retribution or embarrassment. Clearly, there are challenges in implementing such a channel, notably in raising awareness of its existence, helping people learn to use it, and ensuring that they continue to use it on a regular basis.  However, these challenges can and must be overcome in order to create a safe, secure, open workplace where employees feel valued and empowered to speak up. Are you seeking to enhance transparency and accountability within your organization?Discover how to effectively implement an anonymous reporting platform tailored to your company's needs. Contact our whistleblowing specialist today to arrange a complimentary demo, and explore the comprehensive features offered by FaceUp. 

Whistleblowing software (sometimes called an ‘ethics hotline’ or similar) is a channel, usually anonymous, by which employees or other stakeholders within a company or organization can report instances of wrongdoing or unethical conduct.  In the past, whistleblowing systems came in the form of telephone hotlines or physical trust boxes. These days, they are often stand-alone software platforms or a module within a HR tool. What are the main benefits of whistleblowing software?If you’re not convinced that your organization needs whistleblowing software, here are some of the key advantages implementing one can offer: A culture of openness and transparency First and foremost, offering an anonymous channel to report wrongdoing is a signal to your employees that you value them, that you want to create a workplace where people are free to speak out without fear of retaliation.  Anonymous reporting softwares in particular are extremely effective at unearthing unwanted behaviors, since they help prevent the ‘onlooker effect’, whereby people do nothing in the face of misconduct, wrongly assuming someone else will speak up instead. Reduce costs According to research, companies lose an average of 5% of their revenue to internal fraud. Whistleblowing software can help mitigate these losses. Furthermore, fostering the culture described in the point above helps to reduce staff turnover, which is both disruptive and costly in its own right. Protect your reputation No organization wants their dirty laundry aired in public. Without an established channel to anonymously report grievances, individuals are more likely to turn to external third parties. A whistleblowing channel facilitates the resolution of issues internally, without attracting the gaze of the media and outside world. Improve productivity Can introducing whistleblowing software really improve productivity? Well that’s exactly what happened with one of FaceUp’s clients, the Brno Municipal Office. They uncovered instances of bullying perpetrated by one particular individual. After the individual was dismissed, productivity in that office increased. Discover areas for improvement People might assume that a whistleblowing software is only for reporting misconduct. However, it can also be used as a way for employees to anonymously offer up valuable feedback, insights which a leadership team may not otherwise have known about and which could potentially save time and money, or represent a new revenue stream. Compliance with the relevant legislation in your region In the EU, it is now mandatory to have anonymous whistleblowing software for organizations with more than 50 employees. It is a similar story in other countries and regions around the world. A properly implemented whistleblowing software and policy is imperative for ensuring you stay in line with the latest legislation and standards. More about this below. Does my organization need whistleblowing software?All organizations could benefit from implementing whistleblowing software for the reasons outlined above. But if you are in the EU and your organization has more than 50 employees, then you definitely need to have whistleblowing software. You can read more about the EU whistleblowing directive here. Furthermore, if your organization adheres to any particular standards and certifications, such as ISO 37001 or IATF 16949 etc, then whistleblowing software is a must. Read more about standards and certifications and whistleblowing in our post. Which whistleblowing software should I choose?There are now a wide range of options when it comes to choosing whistleblowing software for your company. Fortunately, we did some of the hard work for you and put together a list of the best whistleblowing software and hotline vendors on the market in 2023. For more about how FaceUp could help your company, take a look at our (recently updated) whistleblowing software features.