Compliance & documentation
Before launching Spot, review your current handbook, procedures and policies related to workplace culture, diversity & inclusion, and harassment & discrimination. Consult with legal counsel regarding relevant compliance laws for the area(s) you operate in. Then make any necessary updates in your policies and procedures to include Spot for training and reporting.
Communication strategy
A thorough communication plan is essential for ensuring Spot awareness and success.Develop a scheduled communication plan to cover pre-launch, launch and post-launch announcements.
For reporting, your main objective is to ensure people in your organization know where to go when they've experienced something inappropriate.
For training, you want to announce that it is coming before you send it out to your intended recipients.
Key messaging
When developing your communication content, here are some suggested messages to include:
- [Organization] is intent on creating a safe, inclusive workplace – help us keep it that way. If you’ve experienced or seen inappropriate conduct at work, let us know.
- Spot is available 24/7, so you can document inappropriate behavior anytime and anywhere that’s convenient for you.
- Spot provides [employees] a safe, anonymous, and convenient way to report inappropriate conduct to [Organization].
- Report early and as often as needed. If you are uncomfortable about something, no matter how small it may seem, it’s ok to create a report. Do not wait for things to escalate.
Scheduling
- Communications typically occur in three main phases: pre-launch, launch, and post-launch.
- Your post-launch communications can be as simple as targeting one or two channels, and you may want to use different channels each time so as not to over-saturate one.
- An ongoing quarterly schedule for post-launch communications is recommended.
Recommended channels
Below is a list of channels used most often to announce Spot. Use your best judgement in deciding which channels make the most sense for your needs.
All communications should include your unique link to Spot, which you should have received in your welcome email. You can also find your unique link in the Spot dashboard under Outreach.
Digital |
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Organization-wide message announcing Spot, including direct URL |
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Organization website, intranet or help desk |
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Link, QR code, and/or icons accessible in a permanent electronic space |
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Organization chat tool |
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Announce and pin Spot in an all-company channel. |
Yammer, Slack, Tibbr, Jive, Salesforce Chatter, etc. |
Videos |
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Watch and share these helpful videos |
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In person |
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Organization and team events |
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Host an event that includes announcing Spot. When possible, relate Spot to other similar initiatives. |
All hands, town hall, annual meeting, webinar |
Employee onboarding |
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Incorporate education into new hire onboarding plans |
Discuss with employee and also add to the employee handbook. |
Training and staff development |
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Incorporate Spot into training for harassment & discrimination prevention |
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Posters |
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Place in break rooms, common areas, restrooms, and with other employment posters. |
Spot provides free posters to all clients. Simply submit your logos and preferences in the Google form. We will email you digital copies of the posters to print. |