15 November 2024

How to increase reporting willingness outside the office?

Imagine working outside the office, perhaps in a warehouse, on the road, or at another location. During your shift, you notice something suspicious that could pose an information security risk. You want to report it but aren’t sure how. Should you call someone? Fill out a form? It feels inconvenient, so you decide to postpone or even skip it altogether.

Our cultural survey, which measures how accessible reporting processes are perceived, shows that more than a third of non-office workers experience this exact scenario. While 79% of office-based employees report incidents with ease, only 62% of their non-office counterparts say the same. For many field workers, the barrier is too high, or the process is unclear.

Why is a low-threshold reporting process so important?

The psychology behind reporting incidents

Human behavior shows that when something feels simple and accessible, people are more likely to take action. Straightforward and clear reporting procedures directly contribute to a safer workplace culture. Non-office employees often lack the same access to digital systems or office facilities, making it harder for them to report incidents. This is a missed opportunity for information security.

Strategies for a simple reporting process

How can you make the reporting process effective and accessible for all employees? Here are some strategies to improve reporting willingness and simplify the process for non-office workers:

1. Make the processs simple and mobile-friendly
People act faster when a process is easy and mobile-accessible. Non-office employees benefit from clear, concise steps and easy access to reporting channels.
Example: Develop a mobile reporting button or QR code that provides instant access to a reporting form, allowing employees to file reports quickly and effortlessly, wherever they work.

2. Consistent and repeated communication
Emphasize the importance of incident reporting regularly, especially for employees outside the office who may receive less direct communication.
Example: Highlight the reporting process in internal communications every month or discuss it in team meetings. Frequent reminders keep the process top of mind.

3. Provide a central reporting hub for all employees
A central hub makes reporting more straightforward for everyone. Reports can be efficiently organized and followed up behind the scenes, ensuring they reach the right people quickly.
Example: Use a single central email address or online reporting platform where all incidents can be submitted. This hub can automatically route reports to the appropriate departments based on the incident type and reporter’s location.

In conclusion

By simplifying reporting procedures and emphasizing them in communication, all employees — no matter where they work — can contribute to a culture of information security. Whether through accessible mobile options, clear steps, or repeated attention, every effort helps create a safer work environment and an inclusive reporting culture.