Being an employer involves a number of obligations that often relate to appropriate treatment and behavior towards your employees. The moment when you report about irregularities happening in your company can certainly be stressful and shocking. It is the moment when you tangibly learn that not only is something wrong in the workplace you manage, but you also begin to understand that one of your employees may feel hurt or scared. When this happens, take time to think about the steps you need to take next.
Person receiving reports
Depending on the size of the organization or company, the person who receives reports from whistleblowers must be fully objective and responsible. Sometimes the reports are submitted directly to the owner, a representative of the management staff, often to the HR department, or a person employed strictly as a contact for whistleblowers . What is important, in accordance with applicable law, the designated person responsible for handling such reports is obliged to follow certain protocols - all this to ensure the authenticity of the reporting process.
First of all, the person receiving the report has to judge whether this is an actual irregularity or not. The most important thing is to assess whether the report does not result from personal conflicts and animosities. From the moment of receiving the report, an authorized person has 7 days to reply to the whistleblower and confirm receipt of his report. Within 3 months of receiving the report, feedback should be given to the whistleblower on what steps are taken next. It is important to remember that both of these terms are requirements regulated by law, which means that failure to comply with them can lead to serious consequences for your business.
Often the work of the person receiving reports from a whistleblower is associated with asking difficult, often indiscreet questions. However, you should be aware that the whistleblower must have adequate evidence when reporting irregularities, and the person who analyzes them must objectively assess them. Sometimes taking further steps requires consultation with an external body, such as a law firm. This is because not all reports can be resolved internally.
It is important that the whistleblower feels safe at every stage of the verification and problem resolution. Through the external communication channel - where the whistleblower reported irregularities - it is worth asking about his well-being, reassuring him that his position in the company is safe and no one will find out about his report, and explaining to him the steps taken to clarify the problem.