Get started guide - Organisational implementation

Get Started GuideOrganisational implementation

Here are the final steps to fully implement your whistleblowing solution throughout your organisation. Take a look at the steps below, check them off and you're ready to use Whistlelink.

Appoint owners
Whistleblowing policy
Information & Communication
Case Management Process

1. Appoint owners

You must appoint a suitable person or department to be responsible for receiving and handling reports. You can update owners and other users at any time. 

To help maintain trust in your organization, we recommend at least two designated owners. For instance, if an appointed owner is working alone and is part of the report they receive, it may lead to mistrust of how the information is handled.

When deciding on the designated owners, consider whether you will use internal resource or a third party. A third party can be the company’s law or audit firm which helps to keep it independent.

Checklist for appointing owners

Who should be the main responsible persons
Who should be involved in the process of managing cases?
Invite team members to the system under User management

2. Whistleblowing policy

In most European countries you need to have a documented process and routine description of your whistleblowing function. It is common to set up a whistleblowing policy. Normally, a whistleblowing policy contains information on the following;

The definition of whistleblowing, i.e. what can and cannot be reported on.
where in the organisation the responsibility for the whistleblowing function lies
How to report
How a case will be handled
How personal data is handled in the whistleblowing function.

Checklist for whistleblowing policy

Find out if there are specific national requirements for your country.
Make sure the policy is approved by the stakeholders
Make sure the policy is easy accessible

3. Information & Communication

When your reporting channels and routines are in place you want to make sure it is easy to find. Not just for employees, but also for other relevant reporting persons, such as short term contractors, anyone applying for a job, volunteers, shareholders and more. Publishing information on your intranet is generally not enough.

Where to place the information and examples of what to communicate

Plan your communication carefully and see our Template for information to employees
Make sure the reporting channel is accessible

4. Case Management Process

It is good to have an idea about how to assess incoming reports. The appointed owners and users of the system should of course be updated about the law and have a clear understanding of the different responsibilities. For larger organisations it can be recommended to have the process documented.

Checklist for setting up a process

Should the team have different roles in the system?
Who receives the reports?
Who makes sure that deadlines are met?
Who can the team council if needed?
What aspects could be considered when assessing a report?

Back to Get started