Quick Promotion Checklist

Use this checklist as a quick reference to ensure your program is visible and well-supported across your organization:

• Share the program through internal emails or newsletters
• Post signage in high-traffic and common areas
• Include the program in new-hire onboarding and training
• Reinforce the program through leadership and supervisors
• Place the reporting link on your intranet or employee portal
• Add the reporting link to employee email signatures
• Use physical and verbal promotion for non-desk employees
• Regularly remind employees about confidentiality and anonymity

1. Internal Communications

Regular internal communication helps normalize the program and reinforces that speaking up is supported. Recommended approaches include:

• Internal emails or newsletters
• Intranet or employee portal announcements
• Periodic reminders throughout the year, not just at launch

Note: Short, consistent reminders are often more effective than a single long announcement.

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2. Posters and Physical Signage

Physical signage is one of the most effective promotion tools, especially for organizations with non-desk employees. We recommend placing posters in:

• Break rooms and lunch areas
• Near elevators and stairwells
• Locker rooms and near time clocks
• Common walkways or notice boards

This ensures employees who do not regularly access email or intranet systems still know how to report concerns.

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3. Onboarding and Training

Including IntegrityCounts in onboarding and training builds awareness early and reinforces expectations. Best practices include:

• Introducing the program during new-hire onboarding
• Reviewing it during annual ethics or compliance training
• Explaining when and how the program should be used

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4. Leadership and Supervisor Reinforcement

Leadership support plays a key role in building trust. When leaders openly support the program, employees are more likely to believe reports will be handled seriously and confidentially. We recommend:

• A short endorsement message from leadership at launch
• Periodic reminders during town halls or safety meetings
• Supervisor mentions during team meetings or toolbox talks

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5. Intranet and Easy Access Links

Make sure the reporting link is easy to find. The fewer clicks it takes to find the reporting channel, the more likely it is to be used when needed. Common placements include:

• Company intranet or employee portal
• Ethics, compliance, or HR policy pages
• Internal resource or support pages

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6. Email Signature Promotion

Many organizations include the reporting link in employee email signatures, particularly for corporate, HR, legal, and leadership teams. This is a low-effort way to keep the program visible in everyday communication.

Option 1: Standard Option 2: Subtle

Organizations can standardize this language or tailor it to match their internal communication style.

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7. Promoting the Program for Non-Desk Employees

For manufacturing, operations, or field-based teams, promotion should go beyond email. Combining physical signage with verbal reminders helps ensure all employees receive consistent messaging.

• Posters near time clocks and shared spaces
• Mentions during safety meetings or shift briefings
• Supervisor reinforcement at the site level

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8. Reinforce Confidentiality and Anonymity

One of the most important messages to reinforce is that reports can be made confidentially and anonymously. This reassurance helps build trust and encourages employees to speak up. Regularly remind employees that:

• Reporting is secure
• Anonymity is available where permitted
• Retaliation is not tolerated

Need More Support?

Looking for fresh promo materials or custom ideas? Reach out to our support team at support@integritycounts.ca.