What does the number of SpeakUp reports say about your organisation?

After launching the SpeakUp program, clients often question if their report numbers align with benchmarks. Evaluating these numbers is essential to understand your company's state – whether it shows stability or areas for concern. This article delves into the value of benchmarks, the significance conditions, and the challenges of maintaining and increasing report numbers.

The value of benchmarks

Most benchmarks for internal reporting systems are from the United States. For example, Navex's 2023 Risk & Compliance Hotline Benchmark suggests companies should receive 1.47 reports per 100 employees annually. However, 81% of the reports in this sample have come from North America, where the readiness to report is extremely high due to monetary incentives and legal endorsement. Thus, the nature of most of the hotline complaints is very trivial; employees report about issues that should preferably be discussed in a normal open environment. Hotlines are thus generally not positioned as a last resort tool, but as a first resort.

In contrast, European companies (and most SpeakUp clients) face different cultural attitudes towards reporting, often viewing it as "snitching." To fit this cultural context, SpeakUp® should be positioned as a last resort tool. Therefore, our data suggest that a successfully launched SpeakUp® system in Europe should expect 1-5 reports per 1000 employees per year.

Factors affecting the number of reports

The factors affecting the number of reports can be divided into four dimensions:

Awareness

Employees must be aware of the reporting possibilities. Are all employees, regardless of role or language, informed about the reporting channels (phone, URL, access code)? Awareness can be checked via employee surveys with questions like "Do you know about SpeakUp?" and "Would you use it?"

Trust

Employees need to trust the reporting system. They must know what happens after they report, who gets involved, and be assured of feedback and safeguards. Transparency is key. Campaigns like Heineken’s “Thank You for Speaking Up Day” and annual reports showing case handling and outcomes can build trust.

Speak-Up culture

A healthy speak-up culture is integral to organisational integrity. Employees should feel that management listens seriously to issues raised. This culture is beyond just the SpeakUp Line – it encompasses overall experiences and perceptions of management’s commitment to addressing concerns.

Ethical environment

Employees must understand unacceptable behaviours and feel supported in reporting them. Management should demonstrate a zero-tolerance stance on misconduct and ensure that integrity is deeply embedded in the organisational culture.

Culture, 1% rotten apples & witnesses

A survey held by Dutch Integrity professor Muel Kaptein proved the positive correlation between the level of integrity within an organisation and the number of integrity reports (reports directly to management and reports received via a hotline) show a positive correlation between organisational integrity and the number of reports. Even in ethical cultures, there will always be some "rotten apples." A safe reporting environment enables witnesses to report wrongdoing without fear of retaliation. SpeakUp®’s anonymous reporting mechanism is crucial for these witnesses, who often face higher risks than victims.

[From Inaction to External Whistleblowing: The Influence of the Ethical Culture of Organizations on Employee Responses to Observed Wrongdoing]

Challenges

Maintaining awareness

Reporting activity often drops after the first year. Continuous reminders of the importance of speaking up, coupled with accessible practical information (phone numbers, access codes), are essential. Regular updates in corporate communications and onboarding processes can help maintain awareness.

Maintaining trust

The quality of handling reports must remain high. Transparency about report outcomes and seriousness in follow-up actions keep the system’s reputation intact. Both employees and local management need to trust and promote the speak-up culture.

Activating european witnesses

Low report numbers are common in Europe due to cultural attitudes towards whistleblowing. SpeakUp®’s anonymous communication features can mitigate fears. Strong internal communications should normalise reporting as the right and safe thing to do, without labelling it as whistleblowing.

The number of SpeakUp® reports reflects your organisation’s speak-up culture, awareness, and trust levels. Benchmarks can guide you, but cultural context is crucial for interpretation. Maintaining awareness, trust, and an ethical environment will ensure a robust speak-up culture, benefiting organisational integrity and safety.