What is an Ombudsman?

The term “Ombudsman” often elicits curiosity, as many are unfamiliar with this role in the workplace. This is largely because most companies overlook the importance of hiring a truly neutral entity within their organization. Many organizations attempt to streamline this role within the HR department, but this can be problematic since HR professionals are not typically trained to be neutral third parties. Consequently, companies often face legal repercussions due to workplace conflicts, discrimination, and unresolved issues.

There’s a common misconception that bringing concerns to HR ensures confidentiality. However, in reality, your concerns may not always be kept confidential and could potentially be used against you. This lack of confidentiality can lead to various legal risks for businesses in the long term.

In a properly structured organization, the Ombudsman is typically appointed by the CEO and serves as a bridge between employees and the CEO. The Ombudsman maintains neutrality, ensuring that confidential matters are protected. In cases where there’s a risk of lawsuits, instead of informing the CEO about individual confidential matters, the Ombudsman can provide proactive recommendations to mitigate such issues if they arise. This proactive approach helps safeguard the organization from potential legal challenges.

Furthermore, an ombudsman is an impartial and independent advocate who helps individuals within an organization resolve conflicts, address concerns, and navigate complex issues. They serve as a confidential resource for employees, providing guidance, support, and mediation to facilitate the resolution of disputes in a fair and equitable manner.

Ombudsmen are typically trained in conflict resolution, communication techniques, and organizational policies, enabling them to effectively listen to all parties involved, identify underlying issues, and explore potential solutions. By offering a confidential and informal channel for communication and problem-solving, ombudsmen play a crucial role in promoting transparency, trust, and accountability within an organization.

Determining if the position of ombudsman is right for your company involves assessing the organization’s culture, structure, and needs. Companies that prioritize open communication, fairness, and employee well-being may benefit from establishing an ombudsman role to provide employees with a safe and confidential avenue for addressing grievances and resolving conflicts. Additionally, organizations with complex hierarchies or diverse workforces may find value in having an impartial mediator who can navigate interpersonal dynamics and promote constructive dialogue.

It’s essential to evaluate whether the company has the resources and commitment to support the ombudsman function effectively, including providing training, autonomy, and access to relevant information. Ultimately, the decision to implement an ombudsman role should align with the company’s values, goals, and commitment to fostering a positive and inclusive work environment.

Author: The Impartial Lab. (M.TIL)