Key factors to make your whistleblowing system work 

With the introduction of the EU Whistleblower Directive and new national laws for whistleblower protection, organisations across Europe are revising or establishing whistleblowing policies and implementing new systems. These laws emerged from a need for better protection for those reporting wrongdoing and encouraging more individuals to come forward with reports of irregularities.

However, implementing a whistleblowing system that works effectively in practice can be challenging. To succeed, organisations need to build trust. A reliable whistleblowing system should become a natural part of a positive corporate culture.

There are three key areas to focus on when building trust among employees and ensuring the whistleblowing system functions properly:

• Awareness 
• Trust  
• Feedback 

Let’s take a closer look at why these factors are crucial for the success of your whistleblowing system.

1. Awareness: Employees must know how to identify and report issues

The EU Directive mandates that employees are informed about the available whistleblowing channels. However, in the Open Public Consultation on Whistleblowing (EU, 2017), 42% of respondents said they did not know how or where to report misconduct. 

Ensure your employees know that they can report wrongdoing and understand where and how to do so. Inform them about the different reporting channels available, and reassure them that they can report in whichever form they feel most comfortable with, whether that’s in writing, orally, or anonymously.

It’s important to acknowledge that reporting misconduct can be a difficult decision for employees. Open discussions about how reports will be handled and confidentiality will help to build trust and encourage transparency. 

When introducing whistleblowing channels, explain why they exist and what goals you aim to achieve. This could be linked to internal goals, such as “we want to know the problems, so we can address them,” or to emphasise compliance with laws and regulations, like “we take whistleblower laws seriously.”

Also, ensure everyone knows that the organisation is committed to following the law, protecting employees, and acting ethically.

2. Trust: Employees must have confidence in the whistleblowing process

To feel secure in using the whistleblowing system, employees must trust the organisation’s process.

Around 80% of employees choose not to report wrongdoing because they fear legal and financial repercussions. To overcome this, clearly communicate the reasons behind your whistleblowing system and explain how reports will be handled. Emphasise the protections afforded to whistleblowers under the EU Whistleblower Directive and national laws, which shield them from disciplinary actions.

Anonymity is crucial to building trust. Employees need to know that they can report misconduct anonymously and that their identity will be protected throughout the process.

Ensure that your whistleblowing system is encrypted, compliant with data protection laws such as GDPR, and supports anonymous two-way communication. Transparency is also essential—employees should understand how reports are handled, how investigations are conducted, and what consequences may follow.

Lastly, strong control systems should be in place to prevent retaliation against whistleblowers. If retaliation does occur, clear sanctions should be enforced against the perpetrator. This sends a powerful message that such behaviour is unacceptable, and that whistleblowers will be protected.

Reading tip > How to encourage employees to report misconduct  

3. Feedback: Investigate whistleblowing reports promptly

All reports must be investigated as soon as possible, and appropriate action should be taken swiftly.

30% of employees don’t report misconduct because they believe it won’t make a difference. The way an organisation handles reports is critical to how well the system functions. Employees must trust that their report will be acknowledged promptly and that action will follow.

The EU Whistleblowing Directive requires organisations to confirm receipt of a report within seven days and to provide feedback within three months.

Ensuring that no one faces retaliation is vital—not only for the whistleblower but also for witnesses or others involved in the investigation. Protect everyone’s anonymity throughout the process.

Finally, continuously evaluate the effectiveness of your whistleblowing system. It’s not about the number of reports received, but rather identifying trends that management can address and acting on deviations from the norm.

 A safe and reliable whistleblowing system

A well-functioning whistleblowing system benefits both employees and the organisation. Capturing misconduct through a secure, trusted reporting channel allows organisations to address issues in a safe and structured manner, ensuring accountability and promoting ethical practices.

Would you like to explore a whistleblowing solution for your organisation? Book a meeting for a free demo of our system!