One of our Safeguarding Collective partners Patronus Safeguarding talk about the first question they ask clients: “What are your goals for improving safeguarding?” and the , almost invariable answer:
“We just want to get people reporting!”
They may have big 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.
Patronus Safeguarding and we believe, fiercely, that a strong safeguarding culture in any organisation begins with reporting concerns. 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.
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. Patronus, understand how crucial this is, which is why all their forms can be made publicly accessible and anonymous. 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.
Patronus have taken deliberate steps to eliminate these obstacles. Their mobile app allows users to report concerns from anywhere, quickly and securely. As well as introducing innovation like voice notes, which transcribe recordings into written concerns, and photo imports that use OCR technology to convert images of text into machine-readable text. These make reporting as frictionless as possible so time and effort can be spent on resolving the reported concern.
As already mentioned QR codes take users straight to the relevant forms but it's equally important it is to ask the right questions. Something they know a lot about, a form overloaded with questions can put people off, yet you still need enough information to act.
Templates are designed with the client and strive to 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.
Getting the response right
When someone raises a concern, it's not just about handling that specific situation - it's about reinforcing a culture where everyone feels safe to speak up. Maintaining trust is crucial so it's important to think about:
Immediate Response Actions:
Acknowledge receipt promptly
Thank the reporter for speaking up
Clearly explain next steps
Provide a timeline for updates
Building Trust Through Transparency:
Share general outcomes (while protecting confidentiality)
Communicate process improvements
Regularly update policies based on lessons learned
Demonstrate consistent follow-through
Protecting Confidentiality:
Only share information on a need-to-know basis
Use anonymised case studies in training
Never reveal reporter identities
Maintain secure documentation
Remember: The way you handle one report sets the tone for future reporting. When staff see concerns being taken seriously and handled professionally, they're more likely to speak up in the future.
A Better Approach to Safeguarding
When organisations demonstrate visible (yet appropriately confidential) follow-through on safeguarding concerns, it creates a powerful ripple effect. Here's why:
Trust Amplification
Each properly handled report builds confidence in the system
Staff who see positive outcomes are more likely to become advocates
Word-of-mouth naturally strengthens the reporting culture
The "Safety Snowball" Effect
More reports lead to better prevention
Better prevention leads to stronger safeguarding
Stronger safeguarding attracts quality staff
Quality staff maintain high standards
Patronus work every day to help organisations achieve the gold standard in safeguarding. By removing barriers to reporting helps build safer, more proactive cultures where safeguarding is at the heart of everything you do.
Whether it’s through innovative technology, bespoke guidance and consultancy, or raising awareness, our Safeguarding Collective are fiercely committed to improving safeguarding and empowering organisations to protect those in their care.