How to improve SpeakUp engagement among employees
Determining if you are receiving enough SpeakUp cases isn't straightforward and could stem from various reasons. To improve reporting and awareness, this article suggests using employee surveys to identify barriers and enhance the SpeakUp culture within your organisation.
If you're not receiving many reports, there are several potential explanations. You might want to consider reviewing this article. Additionally, we've provided some templates below to help raise awareness and encourage reporting within your organisation.
Template 1 : Speaking up awareness and scenario survey (open questions)
Subject : Your voice matters! We are here to listen.
Being part of [organisation] we play by certain rules to keep working fun & fair. This is captured in our Code of Conduct [link]. Where do you go when this code is violated? Where would you go? That is explained in our SpeakUp policy [link].
In XXXX we implemented the software SpeakUp®. It is hosted by an independent party (SpeakUp). SpeakUp® is a tool to raise your concern anonymously in your native tongue. Since then / in this year alone, we have received XX amount of cases, resulted in XXXX. Your voice matters to building a better organisation and business!
SpeakUp is only one of the ways to raise your concerns within [company / organisation]. As captured in the SpeakUp Policy, other channels are available as well: go to the person involved, go to your manager, go to HR / compliance, go to internal / external confidant [tailor to your organisation].
As [organisation] we encourage you to share your concerns with us the way that suits you best. If something doesn’t feel right, reach out! Whether it happened to you, or you have seen something or even when you are not 100% sure. Find us!
Please complete this survey so we can improve our SpeakUp culture for the better every day. The questions are all open so you can answer them honestly and in your own voice. This survey is anonymous.
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- Have you ever considered raising a concern at work?
- What are the ways you know of where you could share your concern?
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- What are the biggest barriers to raise your concern in our organisation?
- What would make you more likely to share a concern?
- What are your fears about raising your concern with us?
- What do you think the consequences of sharing your concern would be?
- Have you ever witnessed or experienced wrongdoing at work?
- If so, did you share it within the organisation?
- If not, why not?
- What do you think our organisation could do to improve our SpeakUp policy?
Template 2 : SpeakUp® Line awareness and scenario survey
Dear [Company Name] employees,
As part of our ongoing commitment to upholding the highest standards of ethics, transparency, and compliance, we are conducting a survey to assess the level of awareness regarding our SpeakUp line. This SpeakUp line, facilitated by a third-party provider called SpeakUp and utilising their SpeakUp® software, serves as a vital avenue for reporting concerns related to unethical behaviour, violations of policies, or any issues that may impact the integrity of our organisation.
Your participation in this survey is crucial in helping us gauge the current awareness levels among our employees, as well as your understanding of scenarios that warrant utilising the SpeakUp line. Please take a few moments to complete the following questions:
1. Are you familiar with the existence of the SpeakUp® line provided by SpeakUp, which allows for anonymous reporting of concerns?
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- Yes, I am aware of the SpeakUp line.
- No, I have not heard of the SpeakUp line.
2. If you are aware of the SpeakUp line, how did you become acquainted with it? (Select all that apply)
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- New employee orientation or onboarding materials
- Training sessions or compliance workshops
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- Internal communications (emails, newsletters, etc.)
- Posters or informational materials within the workplace
- Colleagues or word-of-mouth
- Other (please specify): ___________
3. How confident are you in your understanding of the types of issues that can be appropriately reported through the SpeakUp line?
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- Very confident
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- Somewhat confident
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- Neutral
- Not very confident
- Not at all confident
4. Please indicate which of the following scenarios you believe would necessitate a report through the SpeakUp line. (Select all that apply)
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- Witnessing or suspecting instances of financial fraud or embezzlement
- Observing discrimination or harassment based on protected characteristics (e.g., race, gender, religion)
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- Discovering a violation of our company’s code of conduct or policies
- Identifying a cybersecurity breach or violation of data privacy
- Noticing unsafe working conditions that could jeopardize employees or the environment
- Learning about a colleague’s personal dispute unrelated to work
- Other (please specify): ___________
5. Have you ever used the SpeakUp line to report a concern or to seek guidance on a compliance-related matter?
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- Yes, I have used the SpeakUp line to report a concern.
- Yes, I have used the SpeakUp line to seek guidance.
- No, I have not used the SpeakUp line.
6. If you haven’t used the SpeakUp line, what factors have influenced your decision? (Select all that apply)
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- I am unfamiliar with how to access or utilise the SpeakUp line.
- I am uncertain if my concern is appropriate for the SpeakUp line.
- I am concerned about maintaining anonymity and confidentiality.
- I prefer reporting concerns through other channels (e.g., direct supervisor, HR).
- I am confident that my concern will be addressed without the SpeakUp line.
- Other (please specify): ___________
7. How would you rate the overall visibility of the SpeakUp line within our organisation?
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- Highly visible
- Moderately visible
- Somewhat visible
- Low visibility
- No visibility
8. Please share any suggestions or comments on how we can enhance awareness and utilisation of the SpeakUp line:
[Open text response]
Your feedback is invaluable as we strive to strengthen our compliance and ethics initiatives. Thank you for your participation.
Sincerely, [Your Name] Compliance Officer [Company Name], Board member