Opendoorline™

Copyright © 2010 WOLF HR Solutions℠

Opendoorline™A complete employee communication portal and complaint management program

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Having Employees is RiskyOver the past two years , the EEOC received more than 188,000 complaints of harassment, discrimination, retaliation, and other employment practice violations

Smaller companies are often the most at risk for complaints, investigations, and penalties

The best way to deal with the EEOC is to avoid them all together Prevention of incidents through policies, training and programs Processing of incidents with professionalism, consistency and

objectivity These two things will often result in early dismissal of

complaints and/or lawsuits saving thousands of dollars in legal expense , penalties, and settlements

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Opendoorline™Fully managed employee communication program

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Employee complaint management Professional investigation and incident

documentation 5 methods of receipt (Web Portal, Toll Free,

Fax, E-mail, PO Box) Demonstrates commitment and ensures

appropriate response

Associate feedback surveys Annual Engagement Surveys Exit Interviews Feedback and opinion polling


Why Opendoorline™?

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2Employer Risk

Management

EmployeeRights &

Satisfaction


Faragher/Ellerth DefenseThe “doctrine of avoidable consequences.”

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Prevents a party fromrecovering damages where theinjured party could have avoidedharm through reasonableefforts.


Faragher/Ellerth Defense

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When an employer does more than just issue a policy, it places the burden on the employee to ‘avoid harm’ and use the resources provided.


Using the F/E Defense…

Adopt and publicize clear policies and proceduresTrain managers and employeesRequire employees to review and commit to use company processesImplement robust, objective, and professional complaint mechanismCommunicate and remind often

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Opendoorline™ is your ticket to a strong Faragher/Ellerth Defense

….and better employee communication and satisfaction 8


What is Opendoorline™?A third-party provided employee complaint management program Employment Practices (harassment, discrimination, retaliation,

wage/hour issues, FMLA/Leaves…) Financial/Ethical (Accounting/Audit, fraud, theft, confidentiality breach,

etc…) Working Conditions (Safety, Facilities, Hazardous Materials, etc…) Operations/Quality (Processes, waste reduction, customer experience,

etc…)

Multiple complaint intake options for employees Web portal, Toll Free Hotline, Email, Fax, P.O. BoxObjective third party case management and professional investigation when needed Tracking, management, and follow-up Documentation and Reporting Formal investigation and/or mediation

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How does the program work?

Busy business leaders gain a full-service partner that proactively manages the entire program

WOLF HR Solutions℠ makes it easy for you. We will… implement the program components (web, phone, fax, E-mail, Mail) to your

specifications provide initial communication/training support to introduce the program to

employees manage the intake of all complaints, document, and then facilitate resolution

according to the process determined with you provide periodic reports to the management team, and/or Board, regarding the

types of concerns received, status, and resolution provide free updates on regulatory changes, employment law developments,

and other issues related to employment practices provide regular reminders and communication resources to keep the

company’s commitment to employment practices and ethical behavior fresh and relevant

provide convenient additional services to support your management team

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Customized, Branded Solution For Each Client

The solution provides employees with FIVE additional “safe” methods for expressing complaintsDemonstrates employer concern and commitment to “open door” policyProvides issue tracking, accountability, and reporting

Dedicated,

branded

website

Toll-Free Call

to a Third

Party

Specialist

Faxed HR

Complaint

Form

Dedicated private

email address

EmployeeOptions

Secure

P.O.

Box

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Professional “Concern Managers”

Professional, discreet and trustworthy Required to sign non-disclosure agreements monthly

College educatedLocated in Kansas CityTraining provided: Customer relations Handling sensitive information Privacy and confidentiality practices Your specific culture, operations, job types,

organization structure, workplace demands Regulatory and legal rules and requirements

Live answer 7am-10pm with voicemail back-up

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What types of complaints can be handled?

Note: This is the full range of complaint/concern types. The specific types and processes for resolution are customizable to fit your needs.

WorkingConditions

EmploymentPractices

Financial& Ethical

Operations& Quality

Benefits

Discipline/

Corrective Action

Discrimination

Leave of

Absence/FMLA

Retaliation

Sexual Harassment

Termination

Wage/Pay Issues

Accounting/Auditing

Matters

Misuse of Company

Assets

Improper giving or

receiving gifts

Fraud

Disclosure of

Confidential

Information

Falsification of

Records

Safety

Hazardous Materials

Ergonomics

Equipment/Tools

Work/Life Balance

Physical

Environment

Facilities

Process

Improvements

Waste Reduction

Product/Service

Ideas

Customer

Experience

Improvements

Social Responsibility

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Initial Training

Ongoing

Comm Plan

New Hire & Follow-

up Training

Training and Communication

Another key in preventing issues (and defense of claims) is the quality of training and approach to ongoing communicationA “once for all” approach to training does not provide much value when defending claimsA partnership with WOLF results in a solid program of training and ongoing communicationsBusy executives need not worry about planning, writing, and communicating policy reminders, process instructions, and company commitment

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Reporting

WOLF provides periodic reporting to HR, or other recipient showing the current status of concerns, and any trends to be observed.

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The Benefits of Opendoorline™

For EmployeesImproved confidentiality

Choices for expressing complaints

Mechanism to resolve stressful situations

Assurances of follow through

Confidence in the fairness of management

Safer and healthier work environment

For EmployersProtection from EEOC penalties

Improved morale and employee satisfaction

Administrative relief and coordination

Legal action avoidance

Access to support and expertise

Affordable peace of mind

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The PulseThe Associate Survey Option

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An employee feedback survey is an important demonstration of your desire to listen to employees and create a positive work experience.

Keeping your "finger on the pulse" of employee satisfaction is important to ensure continued productivity, morale, and employee retention.The Opendoorline™ Associate Survey option, is a natural extension of your Opendoorline™ program.


The PulseWhat's Included:

Creation of customized employee engagement survey (or importing of existing survey format)Communication plan support and linkage to your customized Opendoorline™ web portalSurvey administrationResults tabulation, analysis and report generationOne hour management debrief sessionWeb posting of survey results (past and present)

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The Pulse – Exit Interviews

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Rich source of information for improving the employment experience, recruiting profiles, and employee retention.

Can also point to dangerous employment practices lurking below the surface, which must be addressed! Challenge is two-fold:

Convincing employees to participate

Getting employees to be HONEST and OPEN with the information

Using a Third Party will encourage some to participate and be more honest


Employee Assistance

Licensed EAP Counselors available to your employeesIntegrated with Opendoorline™

COMING SOON

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Typical Implementation StepsThe Path to Improved Risk Avoidance

1.Initial meeting to discuss program details, benefits, and services desired

2.Readiness assessment to determine existing policy and/or training needs prior to program launch

3.Policy/Handbook “refresh” (highly recommended)4.Training evaluation and refresh if necessary5.Program customization meeting6.Customize and launch branded company web portal7.Train Opendoorline™ Concern Managers regarding client

company details8.Create and facilitate communication plan (initial and

ongoing)9.Launch and manage employee concerns, complaints,

and suggestions22


Program PricingThe peace of mind that Opendoorline™ brings is priceless. The program itself is affordable!

Additional support for complaint investigation, EAP counseling, handbook/policy rewrites, employee training services, and other organizational/HR services is available on a project or time/expenses basis

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Contact WOLF for [email protected]

mailto:[email protected]




It’s now okay to Cry

WOLF

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Jeffrey J. De WolfPresident & Managing Principal

913.219.5353 (direct)800.850.WOLF

http://[email protected]

Opendoorline™

Business

Transcript of Opendoorline™