SafeSpace Plus™

Frequently Asked Questions about SafeSpace Plus™️

GENERAL QUESTIONS

An ounce of prevention is worth a pound of cure. 

The Treadway Commission, the most extensive study of ethics in the workplace, found that having a strong tone, or deliberate commitment, from leadership is the most effective way to deter bad behavior. 

Through our services, you effectively remind your teams and event participants that:

  1. You expect ethical behavior,
  2. You are paying attention,
  3. You will take action and respond to misconduct.

 

Additionally,

  • Our online service is straightforward, requiring very little work for your team.
  • SafeSpace Plus™ is affordable, generally requiring a nominal dollar amount per employee or event participant. The cost of just one report can cover the investment in our service for 15-30 years. The Association of Certified Fraud Examiners has identified an incident reporting mechanism as an organization’s most cost-effective internal control.
  • Our secure service is comprehensive, and when it comes to HUMAN RESOURCES issues, our service ensures an employee or event participant knows they have a place to turn. Labor lawyers understand that this diminishes the associated risk – and love it!
  • We empower – most misconduct is found through open communications channels and not through audits. People hesitate to report issues, and 99% of all incidents go unreported.

 

Viewed pragmatically, we are far less expensive than your insurance, which (hopefully) you may never use. We deter and detect bad behavior before it leads to costly problems and claims. Our service is also an invaluable and affordable tool to create psychological safety and a culture of inclusion in your team, increasing engagement, reducing stress, and inviting innovation and civil discourse.

If your system is managed externally, we invite you to check the credentials of their team. 

We are available for additional training on safe and ethical behavior and consultation regarding ongoing communications.

If you manage it internally, we invite you to consider the efficiency and effectiveness. SafeSpace Plus™️ allows you to collect incident data and build a knowledge base on your process.

Additionally, ninety percent of people are more likely to submit a report if they know it’s anonymous. Our reporting is secure and anonymous by default but always allows participants the option to self-disclose.

Our incident questions allow you an instant comprehensive summary of the issue supported by the ability to upload evidence. 

Also, consider the following:

Feature

SafeSpace Plus™️

Internal Hotlines

Submission Available 24/7/365

Yes

No

Report Notification Time

Immediate

Variable

Anonymity 

Yes

No

Reporter Consent to Contact

Yes

No

Designate Internal Recipient Access

Yes

No

Automated Report Distribution

Yes

No

Promotional & Communications Material 

Yes

Yes

Live or pre-recorded educational sessions for employees and event participants on how to make a report. 

Yes

No

Live or pre-recorded educational sessions for Incident Response Team

Yes

No

Multilingual

Yes

No

Your time commitment is minimal, with completion being a couple of hours from start to finish once we have received your onboarding information.

Additionally, we provide clear, efficient, self-paced training to support your implementation and incident response process.  

**Please note that different levels of SafeSpace Plus™ allow you to brand your incident reporting.

CONCERNS

SafeSpace Plus™️ is not a replacement or substitute for any “open door” policies and is an additional option for those who may feel less inclined to speak up in person.  The interpersonal lines of communication you have in place still stand.  “Openness” reflects your community culture; SafeSpace Plus™️ can help you protect that culture.

All feedback is a gift.  With SafeSpace Plus™️, users can provide feedback or report incidents, providing your employees or event attendees with a one-stop shop to communicate constructive feedback or incidents.  You can also minimize misuse via SafeSpace Plus™️ employee and attendee training.

A small group of leaders in the incident response team receive the reports. We recommend you take an “innocent unless proven otherwise” approach, taking investigative action when deemed necessary with a tone of sensitivity towards both the reporter and the person named as the perpetrator.

We are available for consultation to support the creation of standard operation procedures for your incident response.

While this is a common concern for response teams and reporting providers, stats show that 90-98% of reports are valid. We also dissuade false reports by requiring submitters to confirm the accuracy of their accounts before submission.

FOLLOW-UP & INVESTIGATION

The organizational risk does not increase by giving participants an avenue to report. It is the same as a complaint received in writing, verbally, or by other method. However, here are a few things to consider:

If you have a problem and don’t know about it,

  • How do you plan to protect the reputation and integrity of your brand?
  • How will the ongoing and unaddressed behavior affect your employees, morale, and your organization’s culture or event?

If you have a problem and know about it: 

  • Do you have a process you execute effectively and expeditiously every time?
  • When you follow up, are you taking into account feedback to continue to better the process, event, or organization?

Either way, SafeSpace Plus™ provides an avenue for real-time notification so that you can make the best decision for your brand and your community.

We highly encourage transparency, being sensitive in communication, and maintaining incident and investigative confidentiality. While you should decide whether or not to share information with your community, providing awareness has cultural benefits.  

  • It can increase trust to share actions taken in response to specific reports while leaving those involved anonymous. (We are available for additional consultation regarding communications.) 
  • Sharing about incidents and their resolution can be a powerful deterrent to misconduct by showing commitment to upholding your code of conduct and encouraging employees and event attendees to do the same.

All of our reports are anonymous by default, creating some limitations. Reporters can self-disclose their name and contact information for you to follow up, and when they do not, you will assess on a case-by-case basis how you want to proceed with your investigation.  

We are available for consultation to support the creation of standard operation procedures for your incident response.

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