Your compass in the whistleblowing compliance landscape

A whistleblowing system is a platform that allows employees (and sometimes third parties) to confidentially report concerns about misconduct. It helps you detect and address issues early on, protecting your company from risks and fostering a speak-up culture.

Worldwide, many organizations of a particular size, industry or operating location must have a whistleblowing system and process in place to meet regulatory requirements.

Many countries, especially those in the EU, have legislation mandating a whistleblowing process for employees to report misconduct. To stay in compliance with these laws, a whistleblowing system is the safest way to handle whistleblowing in the workplace.  

A system helps create a transparent and accountable workplace where everyone can tell you if something has, or is suspected to have, gone wrong, while keeping you aligned with evolving requirements.  

Vitally, a whistleblowing system that covers all your operations helps you detect misconduct and patterns of unethical behavior early, potentially saving you from legal and financial troubles and major damage to your reputation.

You should choose a system that prioritizes security, makes it clear to the reporter how their report and data are stored, and offers anonymous reporting options. Clear communication about your commitment to confidentiality in your awareness resources (like posters, bulletins and training) is also key to building trust.

Your policy should clearly define what behaviors are considered misconduct, how to submit a report and the process of investigation after a report is made by or about an individual. It should also emphasize your commitment to protecting whistleblowers from retaliation, clarify what behaviors constitute retaliation, and outline the actions taken if someone retaliates against a reporter.

Each report should be taken seriously and investigated promptly and fairly. Document all steps of the investigation process and communicate with the reporter on actions taken (while respecting the confidentiality of all parties involved). A whistleblowing and incident management system able to assist with automated workflows can help guide the process, taking pressure off keeping track of progress manually and consolidating investigation data.

Regularly communicate your whistleblowing policy and reporting channels to your people. Emphasize the importance of speaking up and lead by example in creating an open workplace culture. If a report has had a significant impact on reducing risk for the business, communicate what the positive impact has been in actions wherever possible. Whistleblowers often speak up to make a difference, so showing the positive impact of reports is the best way to encourage open communication.

Yes! It’s important to communicate with the whistleblower to acknowledge their report, update them on the investigation progress and thank them for coming forward. This helps build trust and encourages future reporting, as well as helping you meet the response time requirements of legislation such as the EU Whistleblower Protection Directive.

Challenges can include ensuring confidentiality, managing investigations fairly and protecting whistleblowers from retaliation. Having a clear process and the right tools can help mitigate these challenges.

Track key metrics like the number of reports received, the types of issues reported and investigation outcomes. This data can help you identify trends, assess program effectiveness and make necessary adjustments – as well as collect necessary data for board meetings and audits.

Whistleblower protection laws vary by country and industry. It’s crucial to understand and comply with the regulations that apply to your organization to avoid legal and financial penalties. Take a look at our whistleblower protection laws by country for information on requirements – or contact your legal counsel for guidance on what to look for in your region’s legislation for whistleblowing compliance.

A dedicated whistleblowing and incident management system can give you peace of mind around meeting regulatory requirements around whistleblower protections.

No matter your size or location, we’ve got a range of whistleblowing compliance solutions to meet your needs.