How to set up an internal anonymous employee helpdesk?

In any organization, employees may face sensitive issues or concerns that they may not feel comfortable bringing up to their superiors or HR departments. To address this, many companies have implemented anonymous employee helpdesks. In this article, we will explore the importance of having an anonymous employee helpdesk within the organization, the positives and negatives associated with it, the advantages it provides, and some best practices from other companies.

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Importance of an Anonymous Employee Helpdesk

An anonymous employee helpdesk is a confidential platform where employees can report concerns or grievances without fear of retaliation or judgment. This can be an effective tool to help identify potential issues and allow companies to address them before they escalate into larger problems. 

Having an anonymous employee helpdesk within the organization is important for several reasons.

Safe and confidential

Employees may hesitate to bring up sensitive issues or concerns because they fear that their reputation or job may be at risk. With an anonymous helpdesk, employees can feel secure in reporting their concerns without the fear of retaliation or judgment.

Early detection and intervention

An anonymous helpdesk provides an early warning system for potential issues. By addressing concerns early on, companies can prevent issues from escalating and potentially harming the business or other employees.

Compliance with legal requirements

Many countries and regions have legal requirements that employers must have a system in place for anonymous reporting of sensitive issues. Implementing an anonymous helpdesk helps companies comply with these requirements.

Also read: Workplace sexual harassment and employee attrition

Pros and cons of an Anonymous Employee Helpdesk

While an employee helpdesk has many advantages, there are also some negatives to consider. Below are some of the pros and cons associated with implementing an anonymous helpdesk:

Pros of an Anonymous Employee Helpdesk

Employee trust: An anonymous helpdesk can help employees feel more confident in their employer, as it shows that the company takes their concerns seriously and values their input.

Early warning system: As mentioned earlier, an anonymous helpdesk provides an early warning system for potential issues, allowing the company to address concerns before they become larger problems.

Compliance with legal requirements: By implementing an anonymous helpdesk, companies can ensure that they are compliant with legal requirements related to sensitive issue reporting.

An anonymous helpdesk can help employees feel more confident that their employer values their concerns and is taking appropriate steps to address them. By identifying potential issues early on, companies can take proactive measures to prevent them from escalating and potentially harming the business or other employees.

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Cons of an Anonymous Employee Helpdesk

Abuse of the system: Employees may use the anonymous helpdesk to make false accusations or report non-issues, leading to wasted time and resources.

Lack of transparency: As the reports are anonymous, it can be difficult to track down the source of the issue or gather additional information to address the concern.

Lack of follow-up: If the employee who submitted the anonymous report does not provide additional information, it can be challenging for the company to investigate and take appropriate action.

Also read: How Retaliation affects reporting Sexual Harassment at Workplace?

Best practices for an Anonymous Employee Helpdesk

When it comes to implementing employee assistance and an anonymous helpdesk, there are a few best practices that companies should keep in mind. 

Firstly, it’s essential to clearly communicate the purpose and benefits of the anonymous helpdesk to employees. This can be done through regular communications, such as company newsletters or town hall meetings. Employers can also offer training to employees to help them understand how to use the anonymous helpdesk effectively.

Secondly, it’s important to provide feedback to employees who submit anonymous reports. This can be done through an automated email or phone call to let them know that the report has been received and is being investigated. Providing feedback to employees shows that the company values their concerns and is taking appropriate steps to address them.

Thirdly, companies should ensure that they have a clear process in place for investigating anonymous reports. This includes having a designated team responsible for reviewing and investigating reports and following up with employees who provide additional information. It’s essential to investigate all reports thoroughly to ensure that the appropriate action is taken.

Schedule a free live demo of our anonymous employee helpdesk portal

How can Ungender help you?

Thinking of introducing Anonymous Helpdesk to your employees? Wondering where to start and how to execute it?

Our PoSH compliance SaaS product, Conduct, includes an anonymous employee helpdesk.

With Conduct, your employees will have a safe and confidential space to discuss workplace-related concerns, such as harassment, discrimination, or job performance, without fear of retaliation or judgment. This can lead to improved employee satisfaction, increased productivity, and a healthier work environment overall.

It is easy to use and accessible 24×7 and makes reporting concerns or asking for help easier for your employees.

Interested in learning more about how our anonymous employee helpdesk can benefit your organization? 

Schedule a free demo to see Conduct in action

Author: Pallavi Pareek is the Founder and MD of Ungender. She is an expert in the field of workplace sexual harassment and 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.