How to Implement a Workplace Hotline for Your Business

It’s easier than you might believe to implement a workplace hotline for your business. It’s also well worth the effort to create a more positive and ethical workplace for everyone.

The hardest part is getting everyone comfortable with using the new system. While some may hate it, those who need it will appreciate it when the time comes.

Explain The Reason

First, explain why your business is implementing the hotline college proofreading.  For example, your business may be legally required to have a confidential way for employees to report unethical and fraudulent behavior as a result of the Sarbanes-Oxley Act of 2002.  Understanding why the hotline is being implemented helps to comfort employees.

Next, explain to them that it isn’t actually a system designed to just snitch on each other. Your workplace hotline is in place to help improve the integrity of the business.

Ensure Anonymity

Reporting rates increased by 56% from 2010 to 2016. A large reason for this is employees feel safer reporting unethical behavior. It’s vital to build trust with your employees by ensuring reports may be made anonymously and that they remain confidential.

No employee wants to feel cornered and labeled as a tattletale. This just creates a hostile environment if others find out. Instead, explain how the system works and why no one’s name will be released for coming forward about wrong-doing.

Make Employees Feel Safe

Even by ensuring anonymity, employees may still try to figure out who reported something. For instance, if someone reports sexual harassment, the accused may think they know who reported it, especially if they only targeted one or two people. It’s important for your business to ensure everyone’s safety by protecting reporters against retaliation.

If an issue is reported and is being investigated, keep an eye on all employees. Encourage them to immediately report any incidents of retaliation so you can take action.  Make sure everyone knows that retaliation will not be tolerated.

Have A Clear Code Of Conduct

What is and isn’t acceptable behavior? To clear up any uncertainty, create and publicize your Code of Conduct. This should include details about unethical behavior, what standards you hold your business and employees to and the importance of reporting incidents immediately.

Sharing what types of things employees should be on the lookout for helps to increase reporting rates.

Get Management Involved

Go beyond just sending out an email to everyone about your new hotline. Implementing a workplace hotline successfully means getting everyone involved. Let department and location heads talk with employees and show that even management is onboard with the changes. This helps to comfort employees and may make them feel comfortable enough to report unethical managers if necessary.

Keep The Workplace Hotline In Mind

Finally, don’t just introduce your workplace hotline and move on. Instead, keep it in employees’ minds. Send out a regular reminder via email or include it as part of your workplace newsletter, if you have one.

You should also have the details listed in your business documents. This can be on a bulletin board, in a shared documents folder or pinned to a business forum. Whatever you do, don’t let employees forget they have the hotline to use.