Many business owners are caught off guard when problems arise in the workplace, even if those problems have existed for some time. Even employers who have good employee relationships are often kept out of the loop with regards to potential problems within the business. The fact is that employees are a business’s most valuable asset, and when a safe and open reporting culture is developed, they can be a business owner’s best defense against escalating issues that get out of control.
Create Anonymous Reporting Policies
Instituting a safe and open reporting policy requires the establishment of both identifiable and anonymous reporting options. Anonymous reporting options are especially important as many employees are unwilling to report their direct manager for ethical or other violations for fear of retaliation. Reporting options should also be available in a manner which is comfortable for employees. In plant environments where computer access is limited, an old-fashioned written form and drop box is the best option. Other options for identifiable reporting include computerized forms or even a designated email address.
Investigate Each Report
The key to successfully heading off problems is to investigate every issue reported by employees in a timely manner. In smaller organizations, the job of investigating reports often falls to the owner. In larger organizations, an individual may be appointed to investigate reports as part of their daily activities. No matter who the task falls to, it’s vital that it be performed regularly. Allowing too much time to pass between the initial reporting and the investigation allows evidence to be hidden and creates distrust with the employee who reported it.
Develop a No-Retaliation Policy
Getting employees to open up about problems in the organization is sometimes tough. One major reason is that they fear future repercussions such as job loss, reduced raises or being passed over for promotions. To alleviate these fears, businesses should develop and communicate a strict no-retaliation policy. This policy should emphasize that no employee will be negatively penalized for reporting any workplace issues. It should also clearly spell out the penalties for management and other employees for violating this policy.
