If he or she is hesitant to speak up then first thing to check is that are you involved in some way which is creating the hesitance. If you suspect so then find that individual’s close confidant or someone the person trusts as ask about it. In spite of the above attempts if still the person is not opening up then the problem not lies with the individual or other individuals trying to understand, then the issue is much bigger that he/she feels the system is not transparent or they will it still won’t make any difference. Then it’s time to look at Org culture.

To encourage employees to raise sensitive issues, I embed psychological safety within the team by cultivating trust and transparency. Implement a 'confidentiality champion' system—selecting trusted individuals trained to manage sensitive concerns. This provides a discreet and approachable channel for employees. Additionally, structured feedback loops allow employees to voice concerns without confrontation. Integrating whistleblowing protocols further ensures that employees are protected from retaliation. By actively monitoring team dynamics, one can address concerns early, which builds trust and maintains discretion.

If an employee is hesitant to discuss a sensitive matter, you need to exercise patience, allow them the time to feel comfortable to discuss. It helps if you have already established open communication and have a trust based relationship. They must feel safe to open up. Assure them that they have your support, discretion and confidentiality. Give them some choices, if they are not comfortable to talk to you encourage them to reach out to any other manager to share their concern.

At Tanah Makmur Berhad, we are the firm believer of open and transparent communication. Sharing here some of the ways to foster better communication among our people: 1. Introduction of brain box - where staff can freely share their thoughts and opinions on a piece of paper 2. Town hall - platform for staff to connect with upper managements via small gathering 3. Open door policy - to eliminate barrier between staff and management 4. Whistleblowing policy - safest platform to raise concerns through email, straight to our Group Integrity Officer

Create a safe and confidential space for them to share their concerns, reassuring them that their feelings are valid. Use active listening to show empathy and understanding, and encourage them to express their thoughts at their own pace. Offer resources, such as counseling services or mediation, to provide additional support. Trust and care are key. 🤗🛡️ — Sethunath, HRBP

Make yourself approachable and accessible. Be patient. Create safe spaces where the employee feels comfortableto share. Ensure confidentiality. Confirm there will be no direct or indirect backlash. Offer support and protection. Take appropriate action as necessary.

To support an employee hesitant to speak up about a sensitive issue: Create a Safe Environment: Assure confidentiality and a non-judgmental space. Encourage Open Dialogue: Invite them to share at their own pace without pressure. Listen Without Interrupting: Be patient and empathetic, showing that you’re there to understand. Offer Multiple Communication Channels: Allow them to choose how they feel most comfortable discussing the issue (e.g., in person, via email, or anonymously). Follow Up: Check in after the conversation to show ongoing support and care.

Creating a supportive environment is crucial. Make it clear that their issues will be handled discreetly. Encourage people to come forward when they see wrongdoing by making them feel psychologically safe.