How to communicate your internal whistleblowing solution

When you’re looking to inform employees about your internal whistleblowing solution, distinct and clear-cut communication is the key to an effective and functioning process. By informing employees of the organisation’s whistleblowing solution and reporting process, there is an increased likelihood they will use the opportunity to report potential wrongdoings. 

Receiving few reports (or none) from whistleblowers can feel like a positive thing

In that case, there are no problems within the organisation, right? Unfortunately, this is not always the case, and the situation can also be quite the opposite. Employees may refrain from reporting due to a fear of repercussion. Additionally, they may not have any knowledge of the organisation’s internal whistleblower channel or have an incorrect idea of what the process looks like. 

Because of this, it is particularly important to create a well-thought-out and clear whistleblower policy. You will also need to inform employees about your whistleblower solution as well as: 

• How to create and send a whistleblower report 
• What the process for receiving and investigating a report looks like 
• That whistleblowing is, in fact, of great benefit to the organisation   

By emphasizing the benefits of whistleblowing for both the organisation and the overall society, we can create an understanding of why it is important to report wrongdoings. 

When you communicate and inform about your whistleblower solution, pay extra attention to: 

• Explaining that the organisation has a whistleblower system and what the purpose of the whistleblower solution is. 
  
• Describe how to find the internal reporting channels. 
  
• Give concrete examples of cases that are suitable for the whistleblower channel (and which are not). 
  
• Point out that all information is confidential and that you can remain anonymous throughout the process (if national laws will allow this). 
  
• Clearly state who will receive and manage incoming whistleblower reports. 
  
• Provide information on national whistleblower laws, data security and how whistleblower data is protected. 
  
• Explain what happens after you submit a report, how the investigation will proceed and what happens after the investigation is completed. 

In addition, the organisation is obligated to inform all employees that they may be mentioned in reports submitted through the internal whistleblower channels. Individuals may be mentioned in connection to alleged violations in several instances – As a victim, a witness to misconduct, or in any other circumstance.

Finally, employees must also be informed of the possibility of reporting misconduct to an external party. This will often be one or more designated authorities. 

Communicate your whistleblowing solution: Best practice 

Creating a good whistleblower policy is a first step, but the job does not end there. A document left to collect dust is not a good solution. It is important to ensure that everyone covered by the protection of whistleblowers is also aware of the content of the organisation’s whistleblower policy. In addition to your employees, you also need to inform the following groups of people:  

• Former employees, job seekers and people who have not yet started their employment relationship
  
• Subcontractors and suppliers 
  
• Volunteers, interns, and temporary workers 
  
• Shareholders, board members and other stakeholders 

For example, you can inform about your whistleblowing channels:  

• In the organisation’s intranet and on your website 
  
• In newsletters 
  
• On notice boards and info screens 
  
• At various meetings, events, and training sessions 
  
• In the organisation’s informational videos or manuals 

Don’t forget to follow up on whistleblower cases 

Whistleblowers who rarely (or never) receive updates on the results of a report, or the measures taken, may naturally think that submitting a report will make no difference. For various reasons (e.g., legal), it is not always possible to share the investigation in detail. By sharing selected information with your employees, you can increase confidence in the whistleblower system.  

An effective way to keep employees informed on whistleblower cases and measures taken in connection with them is to regularly publish statistics, infographics, anonymized reports and so on.  

If you have chosen an external whistleblower system such as Whistlelink, you can easily retrieve anonymised statistical reports from the system. The organisation’s whistleblower policy may also mention where these reports can be accessed.  

Up to a third of the organisations on the list of the World’s Most Ethical Companies (Etisphere, 2020) state that they share information about whistleblower cases with their employees. This can include the number of cases, which type of misconduct mentioned in the report and general outcome resulting from investigating whistleblower reports.  

Are you looking for a safe and secure whistleblowing solution? Or would you like to discuss a whistleblowing system for your organisation? Please book a free demo!