How to overcome challenges and establish a robust Internal committee?

This note aims to address the importance of drafting internal committee SLAs, KRAs, and KPIs, as well as provide guidance on curating the functioning of the internal committee within a company. We understand that many organizations face challenges in effectively managing and addressing complaints of sexual harassment in the workplace. These challenges include a need for clarity and accountability, consistent processes, limited resources and training, and the potential for bias or conflicts of interest within the internal committee. This write-up is intended to assist companies in overcoming challenges to establish a robust internal committee that operates with transparency, accountability, and efficiency.

“Companies often encounter difficulties in managing internal committees responsible for handling sexual harassment complaints. One common challenge is the lack of clarity and accountability within the committee. Without clear guidelines and expectations, internal committees may struggle to handle complaints consistently and effectively, leading to delays, confusion, and potential bias in the investigation process. Overcoming these challenges is crucial to establish a robust internal committee.”

Inconsistent processes pose another challenge. Without defined SLAs, KRAs, and KPIs, internal committees may lack standardized procedures for complaint handling and investigation. This can result in varying levels of service quality and compromise the fairness and integrity of the process.

Limited resources and training can hinder the effectiveness of internal committees. Insufficient training, resources, or support may impede committee members’ ability to handle complex cases, maintain confidentiality, and ensure compliance with legal and regulatory requirements.

Furthermore, ensuring independence and impartiality within the internal committee can be challenging. Bias or conflicts of interest can undermine the credibility and fairness of the complaint resolution process. It is crucial to establish mechanisms that promote independence and impartiality to maintain the integrity of the committee’s operations.

This write-up is intended for HR professionals, compliance officers, legal teams, and any individuals responsible for overseeing the internal committee’s functioning within an organization. It provides valuable insights and practical recommendations to help companies establish effective internal committees that adhere to legal requirements, promote a safe and inclusive work environment, and ensure the fair resolution of complaints.

By implementing the suggestions outlined in this write-up, companies can enhance the functioning of their internal committees, improve complaint management processes, and foster a culture of trust, respect, and accountability within the organization.

So what all needs to be implemented? 

Service Level Agreements (SLAs): SLAs define the level of service that the internal committee is expected to deliver. They outline the responsibilities, timelines, and quality standards that the committee should adhere to when handling complaints or conducting investigations. SLAs ensure consistency and fairness in the committee’s processes and help manage the expectations of all stakeholders involved.

Key Result Areas (KRAs): KRAs identify the key areas of focus for the internal committee. These areas could include complaint handling, investigation procedures, compliance with legal and regulatory requirements, maintaining confidentiality, and ensuring a fair and unbiased process. By defining KRAs, the committee can prioritize its activities and align them with the company’s overall objectives.

Key Performance Indicators (KPIs): KPIs are measurable metrics that assess the performance and effectiveness of the internal committee. These indicators could include the number of complaints resolved within a specific timeframe, the average time taken for investigations, stakeholder satisfaction ratings, adherence to SLAs, and compliance with legal and ethical standards. KPIs provide a quantitative basis for evaluating the committee’s performance and identifying areas for improvement.

With the above in mind, curate the functioning of the internal committee, by following these steps:

Establish a clear mandate and structure: Define the purpose, scope, and authority of the internal committee with utmost clarity. Clearly outline its composition, roles, and responsibilities to ensure transparency and accountability. This will lay a strong foundation for the committee’s operations.

Develop policies and procedures: Create comprehensive policies and procedures that serve as guiding principles for the committee’s operations. These should cover all aspects, including complaint handling, investigation processes, confidentiality, conflict of interest, and more. Make sure these policies are easily accessible to all stakeholders, fostering a culture of fairness and trust.

Provide adequate training and resources: Empower committee members with the necessary knowledge, skills, and resources to carry out their roles effectively. Conduct regular training sessions on complaint handling, investigation techniques, legal requirements, and ethical considerations. By investing in their development, you ensure a competent committee.

Establish reporting mechanisms: Implement a robust reporting system that allows the committee to track and report on its activities. This could include regular reports to management, tracking of KPIs, and meticulous documentation of meeting minutes and decisions. Transparent reporting mechanisms promote accountability and enable informed decision-making.

Ensure independence and impartiality: Uphold the principles of independence and impartiality within the internal committee. Mitigate conflicts of interest and ensure fair treatment of all parties involved. Implement mechanisms to address any potential biases or conflicts that may arise, fostering an environment of trust and integrity.

Monitor and evaluate performance: Regularly review the committee’s performance against the defined SLAs, KRAs, and KPIs. Conduct internal audits or seek external assessments to identify areas for improvement. Embrace feedback from stakeholders and monitor industry best practices, continuously striving for excellence.

By following these steps sincerely, a company can curate the functioning of its internal committee, ensuring that it operates in a transparent, accountable, and effective manner. This commitment to excellence will contribute to a safe and inclusive work environment, where all employees feel valued and protected.

Who can assist you in this journey? 

In the process of curating the functioning of the internal committee, several key individuals and departments can provide valuable assistance and support. Overcoming challenges to establish a robust internal committee, the Human Resources (HR) department plays a crucial role in establishing and managing the internal committee, providing guidance on policies and procedures, and offering training and resources to committee members.

The legal team can offer expertise on legal and regulatory aspects, ensuring compliance, in curating the internal committee’s functioning, key individuals and departments like HR, legal, compliance officers, and senior management play crucial roles. They provide guidance on policies, ensure legal compliance, and allocate resources. External consultants offer specialized insights to help establish a robust, transparent, and efficient committee for managing workplace sexual harassment addressing any legal concerns.

Compliance officers contribute by ensuring adherence to internal policies and external regulations. Senior management and leadership provide guidance, allocate resources, and demonstrate a commitment to creating a safe and inclusive work environment. External consultants or experts can offer specialized knowledge and insights. 

Lastly, engaging employees and stakeholders in the process can provide valuable perspectives and feedback. By collaborating with these individuals and departments, organizations can establish a robust internal committee that effectively addresses workplace harassment and promotes a culture of respect and inclusivity.

Want to seek expert advice on this, write to us at contact@ungender.in or schedule an appointment with us here.

Author: Pallavi Pareek is the Founder and MD of Ungender. Having handled more than 6000 sexual harassment and workplace misconduct cases, she is an expert in the field of workplace sexual harassment laws and in building diverse and inclusive workplaces. Pallavi is also the leading advisor, trainer, consultant, and external member for some of India’s biggest organizations in these matters. Her approach is grounded in research, and she draws upon the latest insights and best practices to inform her work.