One of the biggest challenges HR professionals face is encouraging employees to speak up when they witness or experience such behaviour. Galvanizing people to take a collective responsibility for company culture can be a tricky process.
Too often, fear of criticism or repercussions keeps employees silent. They worry about being judged, ostracised, or even risking their careers. It’s our role to break this cycle of silence, foster a culture of openness, and ensure robust workplace investigations that deliver justice and safety for everyone. In a nutshell we need to make the process easy for people to report and prevent repercussions. Developing a culture of welcoming complaints is key to this despite it feeling somewhat counterintuitive.
Here’s how to address this complex issue with confidence and compassion.
1. Acknowledge the fear of speaking up
Employees who experience or witness sexual harassment or discrimination often hesitate to come forward due to fear of:
- Being labelled as a troublemaker.
- Retaliation or damage to their reputation.
- Their concerns being dismissed or mishandled.
HR professionals must acknowledge these fears and proactively address them. Make it clear that speaking up is not only supported but protected, and back this with a strong, visible commitment to confidentiality and fairness.
2. Build a culture of trust
To encourage employees to report inappropriate behaviour, trust is key. Here’s how to cultivate it:
- Leadership accountability: Leaders should model respectful behaviour and speak openly about the importance of addressing misconduct.
- Clear policies: Ensure anti-harassment and anti-discrimination policies are accessible, easy to understand, and regularly communicated.
- Transparency: Share anonymised outcomes of investigations to demonstrate that issues are taken seriously and resolved fairly.
Employees are more likely to speak up when they believe their concerns will lead to meaningful action.
3. Provide safe reporting channels
A robust reporting system is essential for uncovering and addressing inappropriate behaviour. Consider these options:
- Multiple reporting channels: Offer alternatives such as a direct line to HR, anonymous hotlines, or external whistleblowing services.
- Digital tools: Use technology to allow employees to report concerns discreetly and securely.
- Training: Regularly train managers and HR staff to handle complaints sensitively and professionally.
4. Conduct thorough and fair investigations
Once a concern is raised, the credibility of your organisation hinges on how you handle the investigation. Best practices include:
- Acting quickly: Delays can erode trust and allow harmful behaviour to continue.
- Maintaining confidentiality: Share information on a strict need-to-know basis to protect all parties.
- Remaining impartial: Ensure investigators are unbiased, whether they’re internal staff or external experts.
- Documenting everything: Maintain detailed records of all steps taken during the investigation process.
A well-executed workplace not only resolves the immediate issue but also demonstrates your organisation’s commitment to a safe and inclusive environment.
5. Empower employees to speak without fear
Encourage employees to be part of the solution by:
- Normalising conversations: Host workshops and awareness sessions to reduce the stigma around discussing inappropriate behaviour.
- Offering support: Provide access to counselling, employee assistance programmes (EAPs), or external resources.
- Protecting against retaliation: Implement strong anti-retaliation measures and communicate them widely.
When employees know they are supported, they are more likely to act when they see or experience misconduct.
6. Focus on prevention
The ultimate goal is to prevent sexual harassment, discrimination, and other inappropriate behaviours before they occur. Prevention strategies include:
- Regular training: Conduct training sessions on recognising and addressing inappropriate behaviour, tailored to all levels of the organisation.
- Inclusive practices: Promote diversity, equity, and inclusion to challenge biases and foster respect.
- Monitoring the culture: Regularly assess workplace culture through surveys, focus groups, or audits to identify and address potential risks.
Final thoughts: take action today
As HR professionals, you have a vital role in shaping a workplace where employees feel empowered to speak up and take a stand against sexual harassment, discrimination, and other inappropriate behaviour. By creating an environment built on trust, transparency, and accountability, you not only protect your workforce but also build a stronger, more resilient organisation.
Remember, silence allows misconduct to thrive, but action—taken decisively and compassionately—creates lasting change.
If you would like to implement an anonymous reporting service in your organisation and send a clear message that incidents will be taken seriously, please get in touch. The Tell Jane anonymous reporting hotline provides a safe platform for employees to voice their concerns without fear or reprisal.
