by Daniel Vaknine
In the complex landscape of modern business, the role of whistleblowers has evolved from isolated incidents within large corporations and government entities to a critical component of organisational integrity and risk management. Recognising the paramount importance of effective whistleblower programs, here follows 6 tips to enhance and optimise your whistleblowing function, ensuring they not only meet regulatory requirements but also foster a culture of transparency and ethical accountability.
If you are not that familiar with whistleblowing, I would recommend you to read Why is whistleblowing so important? and What is whistleblowing? And why is it important?
1. Strategic long-term planning
Advance beyond the reactive approach of addressing immediate issues by embedding strategic foresight into your whistleblower program. This involves ensuring scalability and adaptability to accommodate future growth, such as an increase in employee numbers (especially different whistleblowing legislation for groups exceeding 250 employees) or expansion into new jurisdictions.
Given the varied regulatory landscape across Europe, whistleblowing functions must be designed with the flexibility to meet diverse legal standards, particularly in light of the EU Whistleblower Directive and potential national variations.
2. Embrace feedback
Openness to feedback is indispensable for the refinement and effectiveness of your whistleblower program. It is crucial to incorporate insights from employees to identify and rectify potential gaps in the program. Addressing feedback related to the complexity of reporting mechanisms or the adequacy of follow-up can significantly enhance the function’s accessibility and responsiveness.
Be open to feedback and use thoughts from your own employees to make whistleblowing as good as possible within the organisation. For example:
- Do they think the feedback is lacking? Implement more regular feedback times than the legal requirement.
- Do employees say it’s “too complicated” to report something? Review the process to see if anything can be done differently. Consider changing the structure or reporting tool
These are common types of feedback to encounter after implementing whistleblowing within the organisation. With the help of feedback, it becomes much easier to detect any shortcomings and cover up possible gaps in the whistleblower policy, as well as in reporting, feedback, and investigation.
3. Employee education & irregularities-spotting
Equipping all employees with the knowledge to recognise early warning signs of unethical behaviour is fundamental. Training should cover the spectrum of indicators, from lifestyle changes to reluctance in taking vacations, which could signify deeper issues. An educated workforce is a proactive defense against potential fraud, reducing the likelihood and impact of misconduct.
If all employees are trained in spotting problems, there is a greater chance of stopping any problems before they escalate. This does not mean that the organisation will be protected from all corruption, but it reduces the risk of it happening.
4. Protect against retaliation
The effectiveness of a whistleblower program is inherently linked to its ability to protect those who report from retaliation. Implementing and enforcing a zero-tolerance policy against any form of retribution, including social, professional, or psychological, is essential. Anonymity provisions play a critical role in safeguarding reporters, thereby encouraging a more open reporting culture.
Also read: Checklist for a good whistleblower solution
5. Reinforce organisational values & ethics
Articulating and embedding the organisation’s core values and ethical standards is foundational. An ethics and compliance program underscores the commitment to integrity, honesty, and collaboration. Studies have shown that ethically driven organisations not only foster a healthier workplace culture but also achieve superior financial performance. You can find tips for how to implement ethics training in the study ‘Key features of an effective ethics training program‘.
Regular communication and training on these values reinforce their importance and facilitate a unified organisational ethos. Some organisations choose to develop values together with the employees. The exact method is not the most important thing, what matters is that values and ethical rules are communicated and repeated.
Also read: Why internal whistleblowing is superior
6. Communicate openly about whistleblowing
The perception of the whistleblower program within the organisation can significantly influence its success. It is crucial to counter any negative connotations associated with whistleblowing by emphasising its value and positive impact on the organisation’s integrity and employee well-being.
Leadership attitudes play a pivotal role in shaping this culture, highlighting the necessity for management to visibly support and advocate for the program. The chance that a person dares to blow the whistle depends largely on the attitude of the company. For example, if all managers sigh loudly and talk about whistleblowing in a negative way and that it is an “unnecessary requirement,” it can have negative consequences on the employees’ perception of whistleblowing. As little as a sigh at the launch can be noted by the employees.
In conclusion
For risk and compliance professionals, optimising a whistleblower function is not merely a regulatory compliance exercise but a strategic initiative that strengthens the organisation’s ethical foundation, mitigates risks, and enhances operational resilience. By adopting these best practices, organisations can foster an environment where integrity and transparency are not just encouraged but ingrained in the corporate culture.
The author, Daniel Vaknine, is CEO and Partner of Visslan, a Swedish-based whistleblowing solution to simplify whistleblowing and compliance with the new EU Whistleblowing Directive.
