Is the appointment of an external confidential advisor desirable in SMEs?

Can appointing an external confidential counselor in SMEs contribute to a safe working environment? Undesirable behavior, such as bullying, intimidation and discrimination, also occur relatively often in small and medium-sized enterprises (SMEs), and especially in companies with ten or fewer employees. This phenomenon can be explained by a number of factors that are specific to small companies.

Personal dynamics and informal culture: In small companies, the working environment is often more informal and the hierarchical structures are less rigid. This can lead to a looser form of interaction in which the boundaries between professional and personal behavior become blurred. Colleagues often know each other better and work together more closely, which can have both positive and negative effects. If the working atmosphere is good, this can lead to a close-knit team. However, in cases where conflicts or tensions arise, this can be aggravated by the proximity and the lack of formal structures to deal with problems.

Lack of HR resources: Small companies often do not have extensive HR departments or specialized personnel officers. This means that there are fewer formal procedures and resources available to deal with complaints about undesirable behavior. In addition, managers in small companies are often directly involved in day-to-day operations and can, consciously or unconsciously, contribute to a culture where undesirable behavior is tolerated or not taken seriously.

Limited opportunities for escalation: In small organizations, it is more difficult to escalate problems internally without this quickly becoming known to all employees. This can lead to a situation where employees do not feel free to report undesirable behavior for fear of repercussions or social exclusion. In addition, the close relationship between employees and managers can make it more difficult to act objectively and impartially.

One-on-one interactions: In companies with few employees, there is more direct one-on-one interaction between colleagues. This increases the chance of personal conflicts and makes it more difficult to avoid undesirable behavior. There is simply less room to avoid or to create a buffer between problematic relationships.

Given these challenges, it is advisable for small companies, as much as for large organizations, to take measures that promote a safe and respectful working environment. An effective step is to appoint an external confidant. An external confidant is preferable to an internal confidant, given that the former is independent by definition.

Although the bill adopted by the Senate in 2023 regarding the mandatory appointment of a confidant does not contain an obligation for companies with fewer than 10 employees, appointing an external confidant is still advisable. An external confidant offers employees a safe and confidential channel to express complaints and concerns, without the fear of direct repercussions or social pressure within the small team. An external confidential advisor can also provide objective advice and help implement policies such as a code of conduct, grievance procedure and reporting system to prevent and address sexual harassment. By taking this step, even small businesses can promote a positive and professional work culture where all employees feel safe and respected.