Top features to look for in whistleblowing software in 2024

Being able to speak up about misconduct or wrongdoing has become a critical component for maintaining a transparent organisation. As businesses strive to foster ethical environments, the demand for having effective whistleblowing software has risen.

But what sets whistleblowing software apart? This guide explains how to choose the best whistleblowing software for 2024. It discusses important features, benefits, and how to use it to make a smart choice.

What is whistleblowing software?

Whistleblowing software is a specialised tool designed to facilitate the reporting of unethical, illegal, or improper conduct within an organisation. It provides employees and other stakeholders with a secure and anonymous platform to raise their concerns. This software ensures that users can make reports without fear of retaliation, while maintaining confidentiality and protecting identities.

Let's define whistleblowing

A whistleblower is a person who informs on a person or organisation engaged in illicit activities. Unlawful activities can happen to any organisation, whether private or public. Laws protect people who report wrongdoing from retribution, keeping them safe and encouraging them to speak up.

What is whistleblowing?

Whistleblowing is the act of reporting unethical, illegal, or improper conduct within an organisation. This could involve a wide range of activities, such as fraud, corruption, safety violations, or abuse of power. Whistleblowing can occur within various sectors, including corporate, governmental, educational, and healthcare settings. The purpose of whistleblowing is to expose and address these issues to protect public interest and maintain organisational integrity.

Historical context of whistleblowing

Whistleblowing has a long history, dating back to the 19th century. The term "whistleblower" originated from British police officers. They would blow whistles to alert people or other officers about a crime.  

Why do whistleblowers need protection?

You may have heard about whistleblowing in the news. While it's a heroic, change making move, those who speak up can  face significant risks. Such as retaliation, including demotion, legal action, job loss, and damage to their reputation. This fear of retaliation can deter potential whistleblowers from reporting wrongdoing.

Protection measures are essential to encourage whistleblowing, ensure transparency, and safeguard individuals from unjust treatment. In the UK and across Europe, several legislations are in place to provide these protections:

• The EU Whistleblower Protection Directive (2019): The directive requires organisations in the EU countries safeguard whistleblowers who report violations of EU regulations. Under the directive, organisations have to establish safe reporting channels, protect whistleblowers from retaliation, and keep their identities confidential.‍
• Post Brexit, United Kingdom: Despite UK being out of European Union, they still have to remain compliant with EU Whistleblower Protection Directive if organisations operate in Europe. Laws like Employment Rights Act 1996 and the Public Interest Disclosure Act 1998 works to help employees report wrongdoing. The UK GDPR also plays a role in safeguarding the personal data of whistleblowers.
• Germany: The Works Constitution Act and the Federal Data Protection Act are key legislations. Germany has also adopted the Supply Chain Act to prevent human rights violations in supply chains.
• Austria: The Labour Constitution Act and the Data Protection Act offer protections similar to those in Germany.
• Switzerland: Though not an EU member, Switzerland aligns closely with EU regulations like GDPR and has laws governing employment and data protection under the Swiss Code of Obligations and the Federal Act on Data Protection.
• Nordic region: Countries such as Sweden and Denmark, follow stringent data protection and employment laws. These include provisions for protecting whistleblowers. ‍
• Netherlands: The Whistleblower Protection Act ensures that employees who report misconduct are protected from adverse actions. ‍
• Belgium and Luxembourg: Both countries have enacted legislation in line with the EU Whistleblower Protection Directive, ensuring robust safeguards for whistleblowers.

These laws aim to create a safe environment for whistleblowers, encouraging transparency and accountability while protecting individuals from unjust treatment.

Who can use whistleblowing software?

Whistleblowing software is not limited to any specific type of organisation. Different sectors benefit from its implementation:

• ‍Corporations: Both large and small businesses can benefit from a secure platform for employees to report unethical behavior. Industries such as automotive, food ad beverage, and manufacturing can prevent and address issues like safety violations, financial misconduct, and harassment. This helps protect business reputation, maintain regulatory compliance, and foster a culture of transparency.
• ‍Government agencies: Transparency and accountability are crucial in the public sector. Whistleblowing software can help detect and address internal wrongdoing such as fraud, bribery, and corruption. This not only upholds public trust but also ensures the efficient use of taxpayer funds and adherence to legal standards. ‍
• Nonprofits: Maintaining ethical standards is vital for nonprofits to safeguard the interests of their stakeholders. Whistleblowing software helps address issues like financial mismanagement, abuse of power, and breaches of donor trust. This ensures that the organisation upholds its mission and values, protecting its reputation and continued support.
• ‍Educational institutions: There is always the need to provide a safe way for students and staff to report issues like harassment, discrimination, and cheating. A software to report concern can help create a supportive and inclusive environment for everyone. Reporting mechanisms should be easily accessible and confidential to protect the privacy of those involved.‍
• Healthcare organisations: Hospitals, clinics, and other healthcare facilities can use whistleblowing software to report medical malpractice, patient safety concerns, and ethical violations. This not only protects patients but also helps maintain high standards of care and compliance with healthcare regulations.

By addressing these specific pain points, whistleblowing software can significantly contribute to the ethical and operational integrity of various types of organisations.

Pros and cons of anonymous reporting

Anonymous reporting is a cornerstone of effective whistleblowing procedures. Here’s why it works:

• Protection of Identity: It ensures that individuals can report without fear of retribution. This protection encourages more people to come forward.
• Encourages Honest Reporting: Knowing they are safe, individuals are more likely to report honestly and thoroughly.
• Builds Trust: Employees are more likely to trust a system that guarantees they remain anonymous.
• Reduces Workplace Retaliation: It helps prevent any potential backlash from colleagues or management.

The pros and cons of whistleblowing software:

Pros

• Enhanced confidentiality: Ensures the identity of the reporter remains protected.
• Regulatory compliance: Helps organisations comply with legal requirements such as the Whistleblower Protection Act.
• Improved reporting efficiency: Streamlines the reporting process, making it easier for issues to be raised and addressed promptly.
• Promotes ethical culture: Encourages a culture of openness and accountability within the organisation.
• Empowers silent voices: Organisations can benefit from those who may witness wrongdoing and are afraid to say something.  
• Retains top talents and employees: When you enable people to speak up, they feel heard and understood. This can lead to more work satisfaction, and they may be more inclined to stay with their organisation.  

Cons

• Initial setup costs: Implementing new software can involve significant initial costs.
• Training requirements: Employees may need training to effectively use the new system.
• Potential for misuse: There is a risk that anonymous reporting could be misused for false allegations.

Thankfully, the pros often lead to increased efficiency for both organisations and reporters. For organisations, improved reporting efficiency and regulatory compliance streamline operations and reduce the risk of costly legal issues.

Employees can voice their concerns through a dedicated channel. This makes it easier for them to communicate. It also helps them feel more engaged at work.

To counter the cons, follow the best practices for a speak up programme to ensure you are set up for success.  

The top features to look for in whistleblowing software

When selecting whistleblowing software, certain features are crucial for ensuring its effectiveness and reliability. These features, which are also available in top solutions like SpeakUp, include:

1. Anonymous reporting: The ability to submit reports without revealing the reporter's identity is paramount. Reporters are in a vulnerable position. Ease the fear of negative repercussions by choosing a solution that guarantees their anonymity.
2. Data security: Strong encryption and secure storage to protect sensitive information.
3. User-friendly interface: An intuitive design that makes it easy for users to navigate and submit reports.
4. Multi-channel reporting: Options for reporting through various channels such as web, mobile, and hotline.
5. Automated workflow management: Tools to manage the workflow from report submission to resolution.
6. Compliance management: Features that help ensure compliance with relevant laws and regulations.
7. Real-time alerts and Notifications: Immediate alerts to the relevant authorities when a report is submitted.
8. Case management: A system to track and manage ongoing cases efficiently.
9. Customisable reporting forms: Tailored forms that can be adjusted to meet the organisation's needs. Ensure the solution enables you to summarise, label, update statuses, manage attachments, and assign issues via an intuitive dashboard.
10. Analytics and reporting: Tools to analyse trends and generate reports on reporting activities. Ensure you can easily extract statistical data to gain relevant insights.
11. Intake: Reporters should be able to speak up in whatever way feels most comfortable to them. Options for reporting via phone, app, or desktop can encourage dialogue from any corner of the globe, especially when the solution offers multiple languages.
12. Information security: Assess how rigorous the provider’s risk and control framework is. It should go beyond basic standards to ensure your sensitive company data is properly handled.

How to use whistleblowing software for a speak up culture

In our recent survey, we found that 40% find it very easy to find reporting channels in their organisation. While this may seem promising, many still don't know or feel confident about their reporting options. To effectively make use of a whistleblowing software in your organisation, you need to do more than just rolling out. Follow these steps for a comprehensive checklist to follow:

1. Educate employees: Provide training on the importance of reporting and how to use the whistleblowing software.
2. Ensure accessibility: Make the software easily accessible to all employees through various channels.
3. Promote anonymity: Reassure employees that their anonymity will be protected. Explain what parts of their identity is protected, and what case handlers would see.
4. Use the right communication: Don’t use complicated jargon to explain whistleblowing processes. Communicate easily through visually illustrated posters, emails or other materials on reporting.
5. Encourage reporting: Regularly remind employees about the availability of the platform. Take time to explain what categories of misconduct they can report.
6. Act on reports promptly: Ensure that all reports are given attention to and acted upon swiftly. Reporters need to know their concerns are being taken seriously.
7. Track progress: Using qualitative and quantitative methods, assess the software's user-friendliness and how often employees are using the software. Alongside, keep track of your speak up culture as a whole with the help of a scoring sheet.
8. Communicate outcomes: While maintaining confidentiality, communicate the outcomes of investigations to build trust.
9. Regular reviews: Review and improve the reporting processes to ensure effectiveness.

Don't overlook speak up culture

When trying to solve problems in the organisation, focus on making sure everyone feels comfortable speaking up. This will help prevent and address misconduct before it becomes a bigger issue.

Dealing with misconduct can be difficult if not addressed promptly. It is important to have reliable whistleblowing software that makes it easier for employees to report issues. SpeakUp provides the best whistleblowing solutions to help you maintain a culture of transparency and integrity.