When we speak to new clients, the first question we ask is: “What are your goals for improving safeguarding?” The answer, almost invariably, is the same: “We just want to get people reporting!”. In a recent poll where we asked our network what their biggest challenges were in managing safeguarding concerns, 26% of people said that Barriers to Reporting was an issue for them.
Organisations may have lofty ambitions for the future, visions of advanced processes, a safeguarding culture deeply embedded into their organisation, and a brilliant, data-driven approach to safeguarding, but the starting point, particularly if they are new to a digital strategy, is removing the barriers to reporting they’re currently facing.
We believe, fiercely, that a strong safeguarding culture in any organisation begins with reporting. It is the cornerstone of a data-driven strategy, a clear sign of a healthy culture where people feel able and encouraged to report concerns, however small. And when people report concerns, organisations can shift their focus from reaction to prevention.
But what are the barriers that organisations are grappling with? Why are they finding it so difficult to encourage staff and volunteers to report what they see?
Education and Training
Perhaps the single biggest barrier to reporting is awareness. Without proper training, many people simply don’t know what to look out for, or even that it’s their responsibility to report concerns they witness.
Safeguarding begins with education. It’s not the preserve of a few responsible individuals, it must become an institutional responsibility, firmly embedded in the organisation’s culture and actively championed by senior leadership. Without this top-down commitment, it’s almost impossible to get buy-in from the rest of the organisation.
If safeguarding is treated as an afterthought, it will not work. The most effective safeguarding cultures we’ve seen have had active and regular input from senior leaders. Safeguarding must sit on the agenda alongside finance and HR, demonstrating its importance as a core organisational priority.
Trust and Fear
Even in organisations with strong safeguarding cultures, fear often prevents people from reporting. Fear of consequences, fear of reprisal, or even fear of getting it wrong can stop someone from speaking up.
People may hold back because they don’t want to create trouble for themselves or their colleagues, or they may be unsure if what they’ve seen is worth reporting. A 2020 survey by the Chartered Institute of Personnel and Development found that 53% of victims of workplace harassment did not report the latest incident.
Creating anonymous or independent reporting channels can be transformative. At Patronus, we understand how crucial this is, which is why all our forms can be made publicly accessible and anonymous. Our clients can display QR codes in visible locations, making it as simple as possible for people to report while sending a clear message: this is a safe space where concerns will be heard.
Convenience and Accessibility
Time and effort are another major hurdle. If your reporting systems are difficult to navigate, inaccessible, or slow, busy people will defer reporting, and sometimes never return to it.
At Patronus, we’ve taken deliberate steps to eliminate these obstacles. Our mobile app allows users to report concerns from anywhere, quickly and securely. We’ve introduced innovative solutions like voice notes, which transcribe recordings into written concerns, and photo imports that use OCR technology to digitise paper forms.
We’ve also made it easier to report through QR codes, which take users straight to the relevant forms. And we know how important it is to ask the right questions. A form overloaded with questions can put people off, yet we still need enough information to act.
When we onboard new clients, we don’t simply hand over the tools and wish them luck. We work with them to design templates that strike the perfect balance—keeping forms simple for reporters while ensuring admins and DSLs have access to the data they need. Fields can be tailored to specific users, leaving only the most essential questions visible to those reporting.
All of these features are designed with one goal in mind: to make reporting as effortless as possible while gathering the information needed to take action.
A Better Approach to Safeguarding
At Patronus, we work every day to help organisations achieve the gold standard in safeguarding. By removing barriers to reporting, we are helping our clients build safer, more proactive cultures where safeguarding is at the heart of everything they do.
Whether it’s through innovative technology, bespoke guidance and consultancy, or raising awareness, we are fiercely committed to improving safeguarding and empowering organisations to protect those in their care.
In our next article, we’ll be tackling another challenge that organisations face when managing their safeguarding concerns: Time and Workload.