Advancing Whistleblowing for Modern Needs

Whether through the recent European Union mandate or a possible parliamentary review in the United Kingdom, whistleblowing has become a hot topic for many organizations. And the search for the right solution to facilitate whistleblowing is becoming increasingly important.

Many companies know the value of a whistleblowing solution as a dedicated, anonymous reporting channel for employees. However, there is a real risk when teams try to use email as a sole solution - in this article we want to explore this risk and offer some helpful advice.

Increase in whistleblowing in organizations

The first reason many organizations consider using email to manage whistleblowing is frequency. They don't anticipate that many people will actively whistle blow, so it's fine to do it via email.

Yet according to our recent research, a shocking 61% of UK and 52% of European workers have witnessed workplace misconduct that they wanted to report in a given year. That's an overwhelming number of potential whistleblowers, many of whom simply don't know how to tell the truth.

Given this potential number of whistleblowers, the biggest danger for companies is that their employees don't know how to do it or don't feel confident doing it internally. Simply setting up an email inbox can create a huge gap in adoption that hinders progress.

So, let's discuss some of the additional risks associated with using email alone for whistleblowing.

The Biggest Risks of Using Email for Whistleblowing

1. Lack of anonymity

When whistleblowers use email to report misconduct, it is anything but anonymous. Emails leave traces and metadata that make it possible to determine the sender's identity. This lack of anonymity can discourage employees from reporting, especially if they fear retaliation.

This is a very important point. Without the assurance of anonymity, employees are more likely to fear retaliation (which we found in our last round of research). A digital whistleblowing solution can guarantee anonymity and promote safe reporting.

2. Inefficiencies in processing and escalating reports

Using a simple whistleblowing email can easily overwhelm HR departments and managers. Sorting through numerous threads to identify and prioritize messages can be a time-consuming, manual, and inefficient process.

In addition, an important part of an effective whistleblowing channel is the ability to track and follow up on reports. Email-based whistleblowing makes it difficult to track and follow up on reports as inboxes easily become crowded and information is lost. Reports can easily slip under the radar.

At the same time, teams often lack a structured reporting procedure. Email is inherently unstructured and can make it difficult to process reports efficiently. A well-managed process and solution will help maintain a consistent and professional image in whistleblowing cases (even if they occur infrequently).

3. Inadequate documentation and reporting

Organizations often face the challenge of maintaining comprehensive documentation of reports. Emails in particular can be scattered and easily lost, which poses a real challenge in whistleblowing cases where document hygiene is of utmost importance.

A digital solution can automatically create and store a detailed reporting trail, ensuring a complete record of each case. This helps ensure accountability and transparency in whistleblowing cases.

Unfortunately, an email-based solution can lack the transparency and anonymity needed to demonstrate your organization's commitment to uncovering misconduct in all its forms.

4. Concerns about compliance with EU directives

Legal requirements related to whistleblowing laws are increasing. Initially in the EU with the Whistleblower Protection Directive - but this is expected to expand to areas such as the UK and other countries where the Directive does not currently apply.

This Directive imposes specific requirements for whistleblowing systems. Email solutions may not be able to meet these requirements, putting your organization in conflict with the policy.

Failure to provide a safe and effective whistleblowing mechanism can have legal consequences for your organization. To avoid this, a digital whistleblowing solution can be an important pillar to help you stay compliant.

Building a culture of trust within your organization

The purpose of whistleblowing is to give employees the security to report wrongdoings in the company. For all of the reasons mentioned above, it is becoming increasingly difficult to ensure this level of security with an email-based solution.

If you are truly considering email as a solution to your whistleblowing needs, you should ask yourself some of the following questions:

• How to scale email as your business grows? Would it be suitable for managing multiple messages at the same time?
• Would your company still have the same needs in a year? What if the laws changed - could email alone keep up?
• Do you have the flexibility to not only ensure employee anonymity, but also to facilitate stakeholder engagement and case follow-up?

As the conversation around whistleblowing intensifies, relying on email alone proves insufficient for modern needs. IceHrm emphasizes the need for a dedicated digital whistleblowing solution, addressing the risks associated with anonymity, inefficiencies, inadequate documentation, and compliance. By embracing IceHrm's comprehensive approach, organizations can foster a culture of trust, accountability, and compliance in their whistleblowing processes.