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  • Overview
    Introducing 'iSuggestNow' - a Subscription based Whistleblower, Grievance and Suggestion System

    iSuggestNow has a built-in configurable workflow for complaint, grievance and suggestion assessment and approval process, that provides automatic proactive notification for reminders as well escalation notifications for delays at all stages, self-service facility for reward redemptions and view analytics to analyze and evaluate performance of the schemes. Since 'iSuggestNow' is provided on Subscription basis and that too on the cloud, it can be implemented without any capital investment specifically for this system.

    Anti-Harassment
    Anti-Harassment measures at work place are essential in view of women constituting a significant part of the work force. 'iSuggestNow' facilitates successful implementation of the 'Anti-Harassment at Work Place Scheme'.

    Anti-Harassment at Work Place Scheme—why is it required?
    Harassment at work place by peers and seniors would be quite demoralizing and stressful for the victim. The women employees may frequently face uncalled for advances from male colleagues. Executive Management are charged with the responsibility of safeguarding the organization from the potential damages inflicted by occurrence of harassment incidents anywhere across the organization. However incidents of harassment can be detected only through collective monitoring by all employees. The 'Anti-Harassment at Work Place Scheme' provides a cost effective way to check and control these unpleasant incidents. However for fearless reporting of the harassment incidents the 'Anti-Harassment Scheme' is expected to provide a confidential and secure channel of communication between the complainants and the executive management. A well implemented 'Anti-harassment policy and Scheme' helps the Executive Management in:
    • Preventing harassment incidents
    • Safeguarding the organization against potential:
      -->Workforce demoralization and absenteeism due to harassment
      -->The consequent loss of productivity
      -->Loss of goodwill
    • Meeting with statutory obligations

    Traditional Implementation
    The 'Anti-Harassment Scheme' is traditionally implemented in the following manner:
    • An 'Anti-Harassment Policy and Scheme' with associated rules are announced by the management.
    • An employee may report a harassment incident either personally or in writing (on paper or via email) either to their manager or to any of the senior managers announced in the anti-harassment policy. Alternatively or in addition a telephone number may be provided for an employee to call and report/record the incident.
    • The harassment incident would be forwarded to the 'Administrator' of the scheme to whet the incident reported with the policy. The incidents not meeting with the policy would be rejected and the complainant informed of the decision with the reasons and counseled. The incidents within the policy guidelines would be processed per the workflow adopted.
    • On completion of the investigation appropriate action/s are taken and the incident closed. All documents and investigation findings would be filed in a confidential file.

    Barriers encountered
    The following barriers are usually encountered.
    • The biggest deterrent to the success and effectiveness of the 'Anti-Harassment at Work Place Scheme' is the fear of reprisal and social stigma. This is so because the employees may not be sure whether the confidentiality and anonymity would be maintained in a fool proof manner. Hence the employees may choose to keep quiet and suffer in silence till they get an alternate job.
    • Processing of the reported harassment incident may take a long time. This is because there is no automated work flow built in the process to arrest delays at every step of the process.
    The Complainant is usually not kept informed of the progress and actions taken if any. It is more so for the anonymous complaints.
    • Consequently inspite of the need, traditional implementation process described above may not meet with the desired level of success.

    Countering the barriers
    The barriers to the success of the 'anti-harassment at work place scheme' are effectively countered by 'iSuggestNow'.
    • Fear of Reprisal and Social Stigma: It puts the fear of Reprisal and Social Stigma to rest by enabling an employee to report a harassment incident complaint from anywhere via a PC or laptop. Anti-harassment Scheme administrator may also receive a complaint in the written form that would be scanned and attached to an incident initiated by the administrator in the iSuggestNow. The system maintains complete anonymity and confidentiality of the identity of the whistleblower. E-mail address and other details of the contributor is known only to the System Administrator of the Scheme. In case 'anonymous' option is selected, email address and other details of the contributor are not displayed even to the system administrator. Even the IP address of the complainant cannot be traced.
    • Status updates: 'iSuggestNow' keeps the complainant informed of the progress through emails automatically sent by the system to the email address provided whilst reporting the incident.
    • Timeliness: Processing of a harassment incident complaint is initiated immediately on receipt resulting in faster processing. The built in workflow enables monitoring of the progress of a complaint through the assessment and approval process. In case of delay beyond the set norms, at any step, email reminders are sent to the step owner. In case of excessive delay alerts are sent to the step owner as well as to the designated higher authority.
    • Employee Motivation: Being assured of confidentiality and anonymity, the victimized employees or their well-wishing colleagues are more likely to report harassment incidents. Prompt and stringent actions taken against the harassing employees would result in significant reduction in the harassment incidents. Consequently the employer may become the sought after employer for the prospective women employees.

    As can be seen from above the iSuggestNow System counters the barriers faced while implementing the anti-harassment scheme in the traditional manner. In short 'Anti-Harassment at Work Place Scheme' can be effectively implemented through iSuggestNow system.

    Benefits
    An 'Anti-Harassment at Work Place Scheme' implemented using iSuggestNow would result in accrual of the following benefits.
    • Attract and retain women employees
    • Avoid absenteeism, low morale and low productivity of female employees due to fear of personal safety
    • Safeguard against loss of goodwill
    • Meet with statutory and social obligation

    Summary
    The 'iSuggestNow' software will enable successful implementation of the Anti-harassment Policy in an organization. This will provide the desirable collective vigilance by all employees to minimize occurrence of unethical business practices anywhere across the organization.

    Whistleblower
    There is a significantly pronounced emphasis on introduction of the Whistleblower Scheme at both the corporate sector as well as the public sector organizations. 'iSuggestNow' facilitates successful implementation of the 'Whistleblower' scheme/s. 'iSuggestNow' facilitates successful implementation of the 'Whistleblower' policy and scheme/s. It allows employees to submit complaints 24x7 from anywhere.

    Whistleblower Scheme — why is it required?
    Executive Management are charged with the responsibility of safeguarding the organization from the potential damages that may be inflicted by occurrence of unfair and unethical business practices anywhere in the organization. Incidents of occurrence of unfair and fraudulent business practices can be detected only through collaborative monitoring by all employees. A Whistleblower scheme when implemented provides the means to achieve collective vigilance. For confidential reporting of unethical and fraudulent business practices, a Whistleblower scheme is expected to provide a confidential and secure channel of communication between the 'whistleblowers' and the executive management.

    A well implemented 'Whistleblower Scheme' helps the Executive Management in:
    • Preventing consequential Penal action
    • Safeguarding the organization against:
      -->Potential Financial Leakages, and
      -->Potential Loss of goodwill
    • Meeting with statutory obligations

    Traditional Implementation
    The 'whistleblower scheme' may traditionally be implemented in the following manner:
    • A whistleblower policy is announced by the management.
    • The collection boxes and the pre-printed forms for whistleblowing are placed at prominent locations within the organization. A whistleblower is expected to drop the filled up form in the collection box. Authorised persons open the collection boxes at a defined frequency (usually monthly) and process the whistleblower complaints.
    • A Hot Line telephone number may be provided to the employees to call and submit a whistleblower complaint. This whistleblower complaint would be received by the Hot Line operator and recorded for further processing.
    • An email address may be provided to the employees to email the whistleblower complaint. On receipt, the complaint email is processed.
    • An employee may meet a senior management person (specifically named in the whistleblower scheme) and personally lodge a whistleblower complaint. The senior management person would then initiate a whistleblower complaint while keeping identity of the person confidential.

    Barriers to Success of a Whistleblower Scheme
    Usually the following barriers are encountered.
    • 'Fear of backlash'  is the biggest deterrent to the success and effectiveness of a 'whistleblower Scheme' The fear exists because the whistleblower may not be sure whether the confidentiality and anonymity about his/her identity would be maintained in a fool proof manner. Hence the employees may choose to stay away from blowing the whistle rather than jeopardising their career and security.
    • Whistleblowers are conscious of being spotted while submitting a complaint in the collection box as they are concerned about being labelled a 'snitch'.
    • Processing of the whistleblower complaints take a long time. The whistleblower is not kept informed of the complaint's progress and actions taken if any. It is more so for the anonymously received complaints.
    • There is no immediate recognition of the impact of a whistleblower's complaint.

    The above barriers result in employees losing interest in the whistleblower scheme and not participating.

    The success rate of traditionally implemented whistleblower schemes is low.

    Implementation using 'iSuggestNow'
    How iSuggestNow overcomes the Barriers
    The barriers to the success of the whistleblower schemes are effectively countered by 'iSuggestNow'.
    • Fear of Backlash: It puts the fear of backlash to rest by enabling a whistleblower to submit a whistleblower complaint from anywhere via a PC or laptop. Whistleblower scheme administrator may also receive a complaint in the written form that would be scanned and attached to the whistleblower complaint. The system maintains complete anonymity and confidentiality of the identity of the whistleblower. E-mail address of the whistleblower is known only to the Sponsor if the complaint is not anonymous.
    • Transparency and Timeliness: The built in workflow enables monitoring of the progress of a whistleblower complaint through the assessment and approval process. In case of delay beyond the set norms, at any step, email reminders are sent to the step owner. In case of excessive delay alerts are sent to the step owner as well as the designated higher authority.
    • Processing and Status updates: Processing of a whistleblower complaint is initiated immediately on receipt resulting in faster processing of a whistleblower complaint. The whistleblower is kept informed of the progress through emails automatically sent by the system to the email address provided while submitting the whistleblower complaint.
    • Employee Motivation: Any announcement on an accepted whistleblower complaint like a special reward may be made using the unique reference number via the email address specified in the complaint or/and via the notice board. The reward scheme built in the system enables rewarding the whistleblower's useful and relevant complaints immediately. The system provides a facility to send emails monthly to all the registered employees reemphasising the importance of blowing a whistle.

    As can be seen from above the iSuggestNow System counters all the barriers faced while implementing the whistleblower scheme in the traditional manner.

    In short whistleblower scheme can be effectively implemented through iSuggestNow system.

    Benefits
    A 'Whistleblower Scheme' implemented using iSuggestNow would result in accrual of the following benefits to the organisation in general and the Executive Management in particular.
    • Preventing Penal action: iSuggestNow provides notification to the management as soon as whistleblower submits the complaint and hence they can act swiftly on the whistleblower complaints.
    • Safeguarding the organization against:
      -->Potential Financial Leakages: iSuggestNow is the platform using which an employee can report an act of fraudulent activity as a result of which appropriate action can be taken.
      -->Potential Loss of Good Will: iSuggestNow provides a platform for collaborative vigilance and hence enhances image of the company between its customers.
    • Preventing Penal action
    • Meeting with the obligations of good governance: iSuggestNow provides confidentiality and anonymity to the information shared by the whistleblower which is recommended by regulatory bodies and the government.
    • iSuggestNow facilitates in creation and administration of one or more whistleblower schemes for all employees or for focused group of employees within the organization.
    • iSuggestNow gives an immediate recognition to a whistleblower for a blowing a whistle which is considered fit for assessment as well as on acceptance. Reward points could then be redeemed by the whistleblower for tangible benefits through the self-service facility provided.
    • iSuggestNow is a platform using which an employee can easily submit an whistleblower complaint to a whistleblower scheme from anywhere using an internet browser via a PC or laptop connected to the internet. Whistleblower complaints can be submitted anonymously too, and in such cases the whistleblower's identity is not disclosed by the system thereby ensuring anonymity.
    • iSuggestNow provides automatic notification of progress of the assessment of a complaint to the whistleblower(employee).
    • iSuggestNow facilitates in routing of whistleblower complaints through assessment and approval workflows. As a result whistleblower complaints can be filtered and be forwarded to the right person.
    • iSuggestNow has the facility of broadcasting messages on the built-in bulletin board or/and through targeted emails which helps in promoting the whistleblower scheme and encourages the employees to come forward and submit whistleblower complaints.
    • iSuggestNow provides configuration facility to specify a two tier organization structure like Divisions/ Departments that classify the organizational areas likely to be impacted or affected by the whistleblower complaints. Further categories may be specified to classify whistleblower complaints for directing the complaint to an appropriate assessor/s and subsequent analytics.
    • iSuggestNow provides MIS (dashboard) for management reporting and analysis of performance of the whistleblower schemes.
    • 'iSuggestNow' is available on-demand (software as a service) i.e. no need to buy additional hardware or software and hence can be used immediately without the need for installation.

    Summary
    The 'iSuggestNow' software will enable successful implementation of the Whistleblower scheme in an organization. This will provide the desirable collective vigilance by all employees to minimize occurrence of unethical business practices anywhere across the organization.

    Suggestion
    Innovative ideas are fundamental to successful businesses as all enterprises need fresh ideas to stay competitive. Employees of an organization are a rich source of practical ideas (suggestions) for improvement in all its aspects including development of new products, improvement in existing products, growth of market share, increase in productivity, reduction in costs, and so on. To foster 'Creativity and Collaboration culture' organizations introduce 'Suggestion Scheme' that encourages all employees to contribute innovative ideas for improvement.

    Traditional Implementation
    The 'Suggestion Scheme' is traditionally implemented in the following manner:
    • A Suggestion scheme with its associated rules is announced by the management.
    • The 'suggestion' boxes together with the pre-printed stationary are placed at prominent locations within the organization. A contributing employee is expected to write the suggestion and drop in a suggestion box. Authorized persons open the suggestion boxes at the defined frequency (usually monthly) and process the suggestions received as per the announced suggestion scheme.
    • Alternatively an employee may submit a suggestion through the employee's supervisor/manager.

    Barriers encountered
    • Many times the 'Suggestion Scheme' implemented through the physical Suggestion boxes do not provide the expected results possibly on account of the following reasons.
    • Fear of being ridiculed on account of the suggestion/s submitted.
    • Employees may not be sure of getting the credit or the consequent benefits for the suggestions given besides being afraid of the possibility of reprisal for not going through their supervisor/manager.
    • Employees are self-conscious of dropping their suggestion in the suggestion box lest a colleague may see them doing so.
    The elapsed time between giving a suggestion and its evaluation and consequent approval for adoption may be rather long. This delay may dilute impact of the suggestion resulting in its rejection.
    • The contributing employee is not kept informed of the status of progress of the suggestion.
    • Multiple suggestion schemes running concurrently to seek ideas on specific subject are rather difficult to implement.
    • Administration of the 'Reward Scheme' is laborious.

    As a result of the above barriers 'Suggestion Box Scheme' is seldom successful.

    Countering the barriers
    The barriers to the success of the 'suggestion scheme/s' are effectively countered by 'iSuggestNow'.
    • Fear of Ridicule and Reprisal: It puts the fear of Ridicule and Reprisal to rest by enabling a contributor to post a suggestion from anywhere via a PC or a laptop. Suggestion scheme administrator may also be receiving a suggestion in the written form that would be scanned and attached to a suggestion initiated by the administrator. The system maintains complete anonymity and confidentiality of the identity of the whistleblower. E-mail address of the contributor is known only to the Administrator. In case 'anonymous' option is selected, email address of the contributor is not displayed even to the administrator.
    • Processing and Status updates: Processing of a suggestion is initiated immediately on receipt resulting in faster processing of a suggestion. The contributor is kept informed of the progress through emails automatically sent by the system to the email address provided whilst making the contribution.
    • Transparency and Timeliness: The built in workflow enables monitoring of the progress of a complaint through the assessment and approval process. In case of delay beyond the set norms, at any step, email reminders are sent to the step owner. In case of excessive delay alerts are sent to the step owner as well as the designated higher authority.
    • Employee Motivation: Any announcement on an accepted complaint like a special reward may be made using the unique complaint reference number via the email address specified in the complaint or/and via the notice board. The reward scheme built in the system enables rewarding the employees contributing useful and relevant complaints, immediately. The system provides a facility to send emails monthly to all the registered employees re-emphasising importance of speaking up.

    As can be seen from above the iSuggestNow System counters all the barriers faced while implementing the complaint scheme in the traditional manner. In short Speak-up scheme can be effectively implemented through iSuggestNow system.

    Benefits
    'iSuggestNow' helps in the successful implementation of the 'Suggestion Scheme' in the following way:
    • Provides notification to the management as soon as contributor submits the complaint and hence they can act swiftly on the suggestions.
    • Helps in improving the collaborative culture among the employees in the company by providing a cost effective channel to share innovative ideas by employees which can help the company.
    • Facilitates creation and administration of one or more suggestion schemes for all employees or for focused group of employees within the organization
    • Gives immediate recognition to an employee for a suggestion which was considered fit for assessment as well as on acceptance. Reward points could then be redeemed by the employee for tangible benefits through the self-service facility provided.
    • It is a platform using which an employee can easily contribute an idea to a suggestion scheme from anywhere using an internet browser via a PC or laptop connected to the internet. Suggestions may be given anonymously too, and in such cases the contributing employee's identity is not disclosed by the system thereby ensuring anonymity.
    • Provides automatic notification of progress of the assessment of a suggestion to the contributor.
    • Facilitates routing of suggestions through assessment and approval workflows as a result suggestions can be filtered and be forwarded to the right person.
    • Has the facility of broadcasting messages on the built-in bulletin board or/and through targeted emails which helps in promoting the scheme and encourages the employees to come forward and contribute.
    • Provides Configuration facility to specify a two tier organization structure like Divisions/ Departments that classify the organizational areas likely to be impacted or affected by the suggestions. Further categories may be specified to classify suggestions for directing the suggestion to an appropriate assessor/s and subsequent analytics.
    • Provides MIS (dashboard) for management reporting and analysis of performance of the suggestion.
    • It is available on-demand (software as a service) i.e. no need to buy additional hardware or software and hence can be used immediately without the need for installation.

    Summary

    The 'iSuggestNow' software will enable active promotion of collaborative culture resulting in generation of innovative suggestions for improvement. Facility of complaints will assist in implementing good governance as well as provide an effective means to the employees to give vent to their pent up feelings. All this is available with no upfront investment and an easy usage based subscription fee.

    Try out 'iSuggestNow' free of charge NOW.
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    • Try it for free, subscribe if you like it and pay as you   go
    • Administration and configuration of suggestion box   scheme
    • Administration and configuration of complaint scheme
    • Submit suggestions
    • Submit complaints
    • Company home page with bulletin board
    • Rewards to recognize the contributors
    • Easy to use, anytime, anywhere

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