What constitutes the implementation of a whistleblowing system?
In connection with the upcoming date of entry into force of the whistleblower Directive, it is high time for obligated entities to prepare for the new provisions. Bringing the Directive's provisions into the practice of the entity's operation requires preparation and comes down to a process consisting of three stages:
a) Stage of developing procedures
b) Stage of implementation
c) Stage of monitoring, management, and maintenance of the system
Stage of developing procedures
Establishing new procedures is the first stage of introducing the whistleblowing system to the entity. This stage is inseparably connected with the analysis of the entity's structure, as well as existing in the entity procedures and regulations. Based on this analysis, it is possible to create a whistleblowing system that is safe, simple, and functional. The result of this stage is creating a structure of safe information channels and defining procedures to be followed in the event of errors in the functioning of the system.
Stage of implementation
The implementation stage is all about bringing into life the planned procedures. At this point, it is time to introduce employees to the functioning of the system and conduct training on its operation. Along with the implementation begins the registration of whistleblowers' reports and regular reporting on the system's operations. It is also time to select a body that will operate the system and establish a committee for examining whistleblowers' reports. These may be entity employees or an external company (see more in the article about a committee for examining whistleblowers' reports).
Stage of monitoring, management, and maintenance of procedures
After introducing the reporting system for whistleblowers, it is time to constantly monitor its functioning. The effect of observing the system may be the necessity to change or improve it. Recommendations in this regard should be proposed by the entity operating the system. At this stage, it is required to react to any errors and adapt the system to organizational changes occurring in the entity. This is the stage at which the company is ready to say at any time that it complies with the requirements of the Directive.
How to implement a whistleblowing system?
In any case, the adjustment of the company's operations to the obligations arising from the Whistleblower Directive requires a careful analysis of the entity's structure. The efficiency and safety of the whistleblowing system are only guaranteed by the implementation of individually tailored procedures based on the knowledge of the entity's functioning.
It is also extremely important to develop comprehensive procedures that define the procedure to be followed in every possible event related to the whistleblowers' reports. In these types of situations, ad hoc operation and subsequent creation of the routine are not possible. Efficient processes and procedures should be defined before the whistleblower system is implemented.
The extensive process of implementing the whistleblowing system, as well as the necessity of constant monitoring and maintenance, prompts obliged entities to entrust services in this area to external companies. In many cases, it is even advisable due to the controversy over the effectiveness and efficiency of internal committees dealing with applications.
WeMoral ensures the full implementation of the whistleblowing system, from the development of procedures to the constant monitoring, management, and maintenance of its functioning. The use of WeMoral services guarantees that the obliged entity will introduce a safe, efficient, and reliable tool for managing whistleblower reports.