Before launching Spot, it is recommended to make leaders within your organization aware of Spot so they can help with spreading awareness. Here is a sample message to help you get started on your communications.
Subject: Supporting your [employees] with Spot to report inappropriate moments at work
[Organization name] is committed to creating an inclusive workplace culture. Research shows that talking to a human is one of the biggest obstacles to reporting inappropriate behavior at work.
That’s why we’re making Spot available to everyone - to provide [employees] a more comfortable way of engaging in a conversation with [organization name] about inappropriate conduct. It’s an unbiased bot, available 24/7.
Anyone who wants to use Spot to create a report may access it here [link] (You can find your unique URL on the Outreach tab in the dashboard). They won’t need to let their manager know (unless they want to). We will be announcing to all [employees] to tell them about Spot, and how to access it. All managers should also tell [employees] about Spot and encourage team members to report inappropriate behavior they have either experienced or witnessed.
How Spot works
Spot is a web-based application and uses a bot to ask questions about what happened. Chatting with Spot is like text messaging with a computer. The bot can’t currently respond to casual conversation, but it does use basic artificial intelligence to ask meaningful follow-up questions based on a person’s responses.
At the conclusion of the chat, [employees] will have the option to email themselves a copy of the report they created, save the report for later, and submit the report to [organization name]. [Employees] can choose to submit reports anonymously, which will encourage them to speak up more often.
[Organization name] is committed to follow up on each report submitted within 10 days, although it may take longer than 10 days to complete investigations. If [organization name] needs more information, we will ask follow-up questions through Spot, maintaining the anonymity of the persons involved.
Addressing inappropriate moments at work helps us continue to make [organization name] a more inclusive workplace culture. If you have any questions about Spot, please use the contact methods below:
[Organization name]: [Insert a contact email or phone number]
Spot team: firstname.lastname@example.org