We understand that trying to manage and promote a new anonymous reporting system can be a daunting task and you will need assistance. We are here to help you. Our aim is to assist you in all the steps required, to ensure that you have the right tools to make your team aware of their obligations for reporting. We can help in a number of ways, firstly by working with you to customize the message to your staff, customers and other stakeholders. Sending a message of support which is unique and supported by the business management team is vital to the success of the program.
We have compiled some simple steps that you can follow, to ensure that your anonymous reporting process is implemented expeditiously, using our whistleblower hotline service and is continuously monitored and maintained.
Step 1
The first step in our process is to provide you with an implementation plan to understand what your business needs are and to ensure that the program is compliant with the new whistleblower protection legislation. The new Australian Standards AS 8001:2021 - Fraud and corruption control have now been released (11 June 2021) which “provide minimum requirements and additional guidance for organisations wishing to develop, implement and maintain an effective fraud and corruption control system (FCCS) through initiatives aimed at -
preventing fraud and corruption
detecting fraud and corruption; and
responding to fraud and corruption events that have already occurred.”
For more information about the Australian Standard AS 8001:2021 please visit their website.
Does your business need to be compliant with the new whistleblower protection laws or are you wanting to implement a whistleblower service for good governance? We have recently seen a trend emerging, where businesses are enhancing their workplace compliance programs to include a whistleblower hotline service, not because they fall within the new criteria, but because they want their staff and other stakeholders to feel safe, be protected from bullying and harassment and any other workplace misconduct. It is simply good governance, so why not follow suit?
Step 2
Once we have helped you with the implementation plan, the second step is to provide you with promotional support. We will work with you to ensure that you send the right message to your employees. We know that one of the key messages you can send, is that your employees are being supported by the provision of an independent, anonymous and confidential service, where they can voice any concerns that they may have. Over the past 20 years, we have learnt that an anonymous voice is highly beneficial for understanding what is actually going on inside your business. Our statistics show that the number of anonymous reports far exceed the number of reports from people wanting to disclose their identity.
Step 3
Training also needs to be included in the process - so that’s our third step. We customize the training so that the level of training is appropriate for the audience and the outcomes that are required. There are different levels of awareness training. The first part of the training program is ensuring your employees are aware that the service is available and understand how to use and access the reporting services. This training should be included when the service is first introduced to your employees and also included in your induction training. It is also worth keeping the message alive by invigorating the messaging at regular intervals throughout the year.
Training your Whistleblower Protection Officer’s (WPO’s) and Whistleblower Investigations Officer’s (WIO’s) is vital to the success of the anonymous hotline program. The WPO’s and WIO’s need to be carefully selected and trained because they are the first responders within your business, and their role is to manage the information with the utmost sensitivity, care and diligence. They cannot just be senior managers. They need to be trained and skilled to understand the requirements of the program. They will be dealing with people who might be stressed and anxious about speaking up or frightened that there may be adverse repercussions as a result of the disclosure. It’s good practice to have a selection process to decide who the best WPO and WIO team members are, followed by training on the responsibilities of their roles, and the provision of regular refresher training.
Board training is also vital. If the board don’t understand or are not aware of their obligations then there can be a real issue. We tailor training for board members to ensure that they are also aware of their obligations.
Step 4
Our fourth step is the continual maintenance of the whistleblower hotline program. A set and forget approach is going to have consequences and you won’t get the responses you need from our service. We will help you come up with a strategy to keep the system invigorated and ensure that the messaging is being received by your employees and stakeholders.
Stopline has over 20 years experience as a whistleblower hotline service provider, so we understand what is required and we can help you achieve seamless implementation of an anonymous hotline service. You can send us an email at andrewmcleish@stopline.com.au or call the office on 1300 30 45 50 for an obligation free, confidential discussion about your requirements.