Managers guide to reducing workplace sexual harassment

Introduction

As of 26 October 2024, the Worker Protection (Amendment of Equality Act 2010) Act 2023 requires employers to take all reasonable steps to prevent workplace sexual harassment. Managers play a critical role in fulfilling this duty, helping create a safe, respectful environment that supports every employee’s well-being and productivity.

1. Understand and Communicate the Policy

• Familiarise Yourself with the Policy
  Ensure you understand your organisation’s anti-harassment policy, including the definitions of harassment and the complaint procedures. Review it periodically to stay up to date with any amendments.

• Clearly Communicate Expectations
  Make it clear to your team that harassment of any kind is unacceptable. Reinforce this message in team meetings, one-on-ones, and onboarding sessions for new hires. A respectful and harassment-free workplace should be central to your team’s values.

2. Set a Zero-Tolerance Culture

• Model Respectful Behaviour
  Lead by example. Show that respectful behaviour is the norm by treating everyone—staff, clients, and customers—with dignity. By modelling respect, you set a standard for others to follow.

• Encourage Open Communication
  Foster an environment where team members feel comfortable discussing issues or concerns. Assure your team that they can speak up without fear of retaliation, and provide a safe space for feedback on workplace culture.

3. Implement Proactive Training and Awareness

• Conduct Regular Training
  Ensure that all team members, including temporary and contract workers, complete mandatory anti-harassment training. Training should be engaging and tailored to the team’s specific work environment, ensuring everyone understands acceptable behaviour and reporting protocols.

• Personalise Training for Your Team
  Reinforce training by discussing relevant scenarios or examples in team meetings. Make it clear how the policy applies to their specific roles and responsibilities, whether they work on-site, with clients, or remotely.

4. Encourage and Maintain Reporting Channels

• Promote Clear Reporting Processes
  Regularly remind your team of the organisation’s reporting procedures. Ensure they know where to find information on reporting channels and reassure them that reports will be handled confidentially and promptly.

• Establish Anonymous Reporting Options
  Where possible, ensure employees are aware of anonymous reporting options. This can encourage individuals who may be hesitant to report harassment to feel safe and supported in doing so.

5. Respond to Reports Promptly and Professionally

• Take Every Report Seriously
  If an employee raises a concern about harassment, respond immediately and document the conversation. Thank them for coming forward and assure them of your commitment to handle the report fairly and confidentially.

• Follow Up with HR and Maintain Confidentiality
  Work closely with HR to investigate complaints thoroughly. Respect the confidentiality of all parties involved, and avoid discussing the details with anyone outside the investigation.

• Support All Parties Involved
  Ensure that the employee who made the complaint has access to support services, such as an employee assistance programme (EAP), if available. Avoid assumptions or judgments and treat all parties with respect throughout the process.

6. Address Third-Party Harassment

• Be Aware of Potential Risks from External Parties
  Third-party harassment, such as from customers or clients, falls under the new legal duty to protect employees. Be proactive in recognising and addressing potential issues when employees interact with non-employees.

• Take Action Against Third-Party Harassment
  If a report involves a third party, work with HR to determine an appropriate response, which may include issuing a warning or, if necessary, terminating the relationship with the offending party.

7. Conduct Regular Risk Assessments and Review Workplace Culture

• Assess and Address Risk Factors
  Regularly review risk factors within your team’s work environment. Identify areas where harassment might occur, such as isolated workspaces, and take preventive action, such as increasing visibility or implementing buddy systems.

• Gauge Workplace Culture
  Gather feedback on your team’s comfort and experience in the workplace. This could be through anonymous surveys or regular check-ins. Use this feedback to address concerns and adapt policies or training as needed.

8. Document Preventive Measures and Actions Taken

• Maintain Clear Records
  Document training sessions, communications regarding harassment policies, and any incidents or complaints raised, along with actions taken. Keeping records can help demonstrate compliance with the requirement to take reasonable steps.

• Review Policies and Procedures Annually
  Work with HR to review and update harassment prevention policies annually, ensuring they remain effective, relevant, and legally compliant. Keep your team informed of any changes.

9. Build a Positive, Inclusive Culture

• Celebrate Diversity and Inclusion
  Emphasise the value of diversity and create opportunities for team-building activities that promote inclusivity. An inclusive culture is often one where harassment is less likely to thrive.

• Encourage Team Accountability
  Foster a culture where team members are encouraged to look out for each other and speak up if they witness inappropriate behaviour. Empower your team to support a safe and respectful work environment for everyone.

Conclusion
Reducing workplace sexual harassment requires consistent, proactive effort. As a manager, your role is essential in creating a respectful and inclusive environment. By taking these steps, you contribute to a workplace culture that values safety, dignity, and accountability, aligning with both legal obligations and the values of a modern, respectful workplace.