The internal reporting channel: key to preventing harassment - sexual harassment work

In the complex fabric of the modern working world, creating a safe, respectful and productive environment has become an unavoidable priority for companies. A crucial element to achieve this objective is the implementation of a robust and effective internal reporting channel. This mechanism not only facilitates the detection and handling of possible workplace harassment situations, but also contributes significantly to fostering a culture of transparency and trust within the organization.

What is an Internal Reporting Channel and Why is it Important?

An internal reporting channel is a confidential and secure system that allows employees to report, anonymously or identified, possible infractions, irregularities or improper conduct that may occur in the workplace. This includes, but is not limited to, situations of workplace harassment (mobbing), sexual harassment, discrimination, fraud, corruption and other behaviors that may affect employee well-being and the company's integrity.

The importance of an internal reporting channel lies in its ability to:

• Prevent workplace harassment and other improper conduct: By offering a secure means to report these situations, a deterrent effect is created that reduces the likelihood of them occurring.
• Protect employees: It allows victims of harassment and other forms of abuse to report the situation without fear of retaliation.
• Improve the work environment: It promotes a culture of transparency, trust and mutual respect.
• Protect the company's reputation: It enables the detection and correction of problems before they escalate and damage the organization's public image.
• Comply with legal regulations: In many countries, implementing an internal reporting channel is a legal requirement for companies.

Designing an Effective Internal Reporting Channel: Key Steps

Implementing an internal reporting channel is not simply installing a suggestion box or enabling an email address. For it to be truly effective, it is necessary to follow a series of steps and consider some key aspects:

1. Define the scope and objectives of the channel: What types of reports can be made through the channel? What are the objectives pursued with its implementation?
2. Establish a clear and transparent procedure: How will reports be received? Who will investigate them? What are the timelines for investigation and resolution?
3. Ensure confidentiality and anonymity: It is essential to protect the identity of reporters to prevent retaliation.
4. Appoint a person responsible for the channel: This person will be in charge of managing reports, investigating the facts and taking the necessary measures.
5. Communicate the existence of the channel to all employees: It is important that all employees are aware of the channel and how to use it.
6. Provide training to employees on workplace harassment and other improper conduct: This will help employees identify these situations and report them appropriately.
7. Monitor and evaluate the channel: It is important to periodically assess the channel's effectiveness and make the necessary improvements.

Tools and Platforms for Managing the Reporting Channel

There are various tools and platforms that can facilitate the management of an internal reporting channel. Some of the most common are:

• Whistleblowing/report management software: These platforms offer a range of functionalities that facilitate the receipt, management, investigation and resolution of reports.
• Online forms: Online forms can be created so that employees can submit their reports anonymously or identified.
• Suggestion boxes: Although less sophisticated, suggestion boxes can be an option for smaller companies.
• Telephone hotlines: Telephone lines can be enabled so that employees can submit their reports verbally.

The choice of the most appropriate tool or platform will depend on the needs and resources of each company.

Anonymity in the Reporting Channel: A Crucial Debate

One of the most controversial aspects in implementing a reporting channel is the question of anonymity. While anonymity can encourage employees to report situations of harassment and other improper conduct without fear of retaliation, it can also make it harder to investigate the facts and increase the risk of false or malicious reports.

Some companies choose to allow anonymous reports, while others only accept identified reports. In any case, it is essential to guarantee the confidentiality of reporters' identities and protect them against possible retaliation.

Beyond Compliance: The Reporting Channel as a Continuous Improvement Tool

While compliance with legal regulations is an important factor for implementing a reporting channel, it is important to understand that this mechanism can be much more than a mere obligation. A well-managed reporting channel can become a valuable tool for the continuous improvement of the organization.

By analyzing the reports received, the company can identify areas for improvement in its policies, procedures and labor practices. This can lead to the creation of a safer, more respectful and productive work environment for all employees.