Design your governance and workflow
Governance determines who is responsible for each part of the workflow. Start by designing a clear workflow, beginning with the 'frontend' – how employees or other concerned partners can reach out to you
Keep the entry point for reporters simple and clear. A single central intake point with defined responsibilities is essential. Simplify the process by having a single central intake point instead of assigning separate offices for different types of messages.
A well-designed frontend not only prompts reporters to initiate the reporting process but also helps in establishing trust from the start. Clear instructions and processes should be in place for case intake, assessment, investigation, and resolution. A well designed workflow facilitates learning and developing the basics of governance within your organisation.
Key Elements
Below, you will find key elements to consider when designing your governance and workflow
- Messengers
Identify your potential reporters, referred to as ‘reporting personas’. Some examples of reporting personas are employees, contractors, suppliers and so on. Determine the risks they might be aware of and how they will initially report.
- Reporting Channels
Understand the various channels available for reporting within your organisation. For example, existing emails, in person meetings, website etc. Keep the reporting channel simple and unified, despite different legal or formal obligations.
SpeakUp Office
'SpeakUp office' is where messages are received, assessed, forwarded and monitored. Consider the points mentioned below for setting up your 'SpeakUp office'.
- Central Intake, Decentral Handling
Establish a central intake point, or 'SpeakUp Office', for receiving, assessing, forwarding, and monitoring messages. This centralised approach helps nurture expertise and maintain consistency in case handling.
- Intake (Triage)
The initial assessment of messages is critical. Even if you don't have a SpeakUp Office, ensure there is a designated person responsible for message intake.
- Investigations (Action Takers)
Specialists, or 'action takers,' are essential for handling cases. Consider potential risks, reporting personas, and the specialists available. You can also have specialists 'on call' for specific case topics.
- Decisions
Determine who will be responsible for starting formal investigations, conducting them, and deciding on consequences, remedial actions, and sanctions.
- Round-Up
After deciding on the facts and consequences, determine who will carry out administrative actions like anonymising, archiving, root cause analysis, long-term training, and policy advice.
By following these guidelines, you will create a robust governance framework, encouraging employees to speak up and fostering a transparent and ethical organisational culture.