Atlanta CEO Council -
[Cached Version]
Published on: 3/18/2007
Last Visited: 12/14/2007
But, according to Michael Krzus, a director in the professional standards group with Grant Thornton's Chicago office, "Companies don't always have policies in place through which employees who suspect fraudulent activity can voice their concerns - confidently and anonymously."
Krzus emphasizes that management's philosophy regarding ethical values and communication of bad news is critical to the success of whistle-blower programs.He points to the business failures in 2001 and 2002 as examples of what can happen when companies do not fully support effective whistle-blowing policies and procedures.
"Many employees at those companies appeared to know something wasn't right.But, when the information was reported, the board and senior management didn't effectively respond to the allegations," Krzus says.
Today, having a whistle-blower program in place is no longer a luxury for public companies.The Sarbanes-Oxley act requires boards of directors to create a confidential avenue for employees to air their concerns and review the allegations in a timely manner.The legislation further protects whistle-blowers by attaching substantial penalties for companies found guilty of retaliating against an employee who reports suspected fraud.
Krzus offers the following tips to companies wanting to jump-start their whistle-blower programs:
Nurture open communicationsAn effective whistle-blower program not only requires the full support of top management, but also a company culture that supports an open door policy.
"Some companies have a culture in place that will embrace the positive aspects of a whistle-blower program," Krzus says, "while other organizations may only create a program because it is required by law."
"Obviously, those organizations that have an open culture will have a greater chance at creating an effective whistle-blower program."
Set up a hotline programMany companies use an outside vendor - such as the Association of Certified Fraud Examiners - to offer employees an anonymous avenue to report any suspicions of illegal or unethical activity, while others prefer to host the hotline in-house.
"Most importantly," Krzus says, "employees should feel comfortable that they can remain anonymous if they choose to, and that there is going to be a prompt and skilled investigation in response to the allegations.If they don't think that's going to happen, chances are they won't report suspicious activities."
Communicate regularly with employeesA whistle-blower program can only work if employees know about it."Typically, businesses use a variety of communication media to get the word out, including e-mail, posters, newsletters, mail, and the company's Intranet, if they have one," Krzus explains."Some avenues work better than others, depending on the type of organization."
Educate board members on responsibilitiesUnder Sarbanes-Oxley, it is the responsibility of the audit committee to address employee concerns about financial reporting and accounting.To perform these new responsibilities, audit committee members may need additional education," Krzus says.
"Several universities across the country are creating director education programs that will address new roles and responsibilities," he adds.