Tim Smith, Director and Head of Investigations at Safecall, discusses the actions to take for employees, particularly in safety-critical environments, to feel comfortable to speak up, challenge and report bad practice in the workplace.
Tim Smith, Director and Head of Investigations at Safecall
For companies and organisations with a whistleblowing policy, it’s crucial that the process is trusted and that employees feel safe and supported in reporting misconduct, especially when it pertains to health and safety. A genuine culture where employees can report wrongdoing and challenge unsafe practices is vital. When leadership endorses transparency and ethical behaviour, it lends credibility to any whistleblowing policy.
In safety-critical industries, such as aviation, manufacturing and construction, the stakes are high. Poor safety culture can pressure employees to take higher risks for financial gains or create a fear of speaking out against unsafe practices. The Boeing incidents, for example, are a stark reminder of the catastrophic consequences when safety concerns are ignored. Organisations must therefore ensure their whistleblowing system is robust and effective. Key characteristics of such a system include:
Do: Act promptly and confidentially
When a whistleblowing report lands on your desk, particularly one involving safety concerns, it’s crucial to acknowledge it immediately. Confirm receipt of the complaint to the whistleblower and reassure them that their concerns are being taken seriously. Triage the complaint to determine if it falls under whistleblowing protections and if it’s within your scope to investigate.
Don’t: Ignore or delay
Ignoring or delaying action on a complaint, especially one involving safety, can lead to severe legal, reputational and safety consequences for the organisation.
Do: Choose an impartial team
Select a team of impartial, experienced professionals to conduct the investigation. This team should ideally include members from legal, human resources and external consultants, depending on the issue’s complexity and sensitivity. Ensuring team members have no conflicts of interest related to the complaint is crucial. External third-party investigators can reassure employees of expertise and independence, further building trust and credibility.
Don’t: Involve potentially biased parties
Involving individuals who may have a stake in the outcome can compromise the investigation’s integrity. Avoid appointing anyone mentioned in the complaint.
Do: Develop a clear plan
Outline a clear step-by-step investigation plan, especially crucial in safety-related cases. This should include identifying key issues, defining the scope, setting timelines and determining methods for collecting evidence. A well-structured plan helps keep the investigation focused and efficient.
Don’t: Rush the process
While prompt action is essential, rushing the investigation can lead to oversights and errors. Take the necessary time to gather and review all relevant information thoroughly.
Do: Collect and document thoroughly
Gather all relevant documents, emails and other evidence meticulously. Interview witnesses and subjects in a manner that ensures their confidentiality and encourages honest disclosure. Protect against retaliation throughout the investigation process.
Don’t: Compromise confidentiality
Maintaining confidentiality is critical. Avoid discussing the case with individuals who are not part of the investigation team.
Do: Analyse objectively
Review the collected evidence impartially, especially when it concerns safety. Cross-check facts and seek corroborative evidence to substantiate the claims.
Don’t: Jump to conclusions
Avoid making premature judgments based on incomplete evidence. Let the facts guide your conclusions, not assumptions or external pressures.
Do: Provide a clear report and implement recommendations
Prepare a comprehensive report detailing the investigation process, findings, conclusions and any recommended actions. Ensure the report is clear, factual and free of bias. Act on the investigation’s recommendations promptly.
Don’t: Conceal findings or retaliate against the whistleblower
Do not withhold any findings, even if they are unfavourable to the organisation. Transparency is crucial to maintaining trust and integrity. Ensure the whistleblower is protected from any form of retaliation and monitor the situation to ensure compliance.
Once an investigation concludes and actions are decided upon, the work doesn’t stop. Implement the agreed actions and monitor the success of these decisions. Often, the real value post-investigation lies in ‘lessons learned’ and the subsequent corrective changes to prevent repeated behaviour. Publishing a summary outcome of the investigation can further improve trust in the whistleblowing process.
Handling whistleblowing complaints effectively requires prompt action, thorough investigation and a strong commitment to fairness and confidentiality, particularly in safety-critical environments.
For details about Safecall’s investigations service, visit their website here.
