Written by: Gemma Richards, HR Manager – HR Services at CXCS
Creating a workplace where everyone feels safe, respected and valued should be a priority for every employer. While policies and procedures are important, preventing sexual harassment is about far more than complying with legislation – it’s about building a culture where inappropriate behaviour is challenged, concerns are taken seriously and employees feel confident speaking up.
A respectful workplace doesn’t happen by chance. It requires clear expectations, consistent leadership and a culture where everyone understands the standards of behaviour expected of them.
Recent changes to employment law have placed greater emphasis on employers taking proactive steps to prevent sexual harassment, rather than simply responding when something goes wrong. That means organisations should regularly review their workplace culture, assess potential risks and ensure managers and employees understand what is expected of them.
What is sexual harassment?
Sexual harassment is defined under the Equality Act 2010 as unwanted conduct of a sexual nature that has the purpose or effect of:
- Violating someone’s dignity.
- Creating an intimidating, hostile, degrading, humiliating or offensive environment.
Importantly, behaviour does not have to be intended to offend for it to amount to sexual harassment. The impact on the individual is just as important as the intention behind the behaviour.
Sexual harassment can take many forms, including:
- Unwanted comments or jokes.
- Inappropriate questions about someone’s appearance or personal life.
- Unwanted physical contact.
- Sharing inappropriate images or messages.
- Suggestive gestures or behaviour.
- Repeated unwanted invitations or advances.
- Inappropriate behaviour at work-related social events.
- Online harassment through email, messaging platforms or social media.
Every workplace is different, which is why employers need to understand the specific risks within their own organisation.
Why prevention matters
A positive workplace culture doesn’t happen by accident.
When inappropriate behaviour is ignored or dismissed as “just banter”, it can quickly undermine trust, damage morale and affect employee wellbeing.
Businesses that actively prevent harassment are more likely to benefit from:
- Higher employee engagement.
- Greater trust in management.
- Improved staff retention.
- Better team relationships.
- Increased productivity.
- A stronger employer reputation.
Creating a respectful workplace benefits everyone, not just those directly affected by inappropriate behaviour.
Creating the right workplace culture
Policies alone don’t change behaviour.
Employees are far more likely to follow expected standards when they see those standards demonstrated by managers and senior leaders every day.
Creating a positive culture includes:
- Leading by example.
- Challenging inappropriate behaviour early.
- Encouraging respectful communication.
- Treating concerns seriously.
- Making it easy for employees to raise issues.
- Supporting those who speak up.
The aim should be to create an environment where employees feel confident that concerns will be handled fairly and professionally.
Reviewing workplace risks
Every organisation faces different risks depending on the nature of its work.
Factors that may increase the likelihood of inappropriate behaviour include:
- Lone working.
- Customer-facing roles.
- Work involving alcohol.
- Business travel.
- Remote or isolated working.
- Significant differences in seniority.
- Temporary or seasonal workers.
- Informal workplace cultures.
Reviewing these risks helps employers identify where additional controls or training may be needed.
Why manager training is so important
Managers are often the first people employees approach when something doesn’t feel right.
They need the confidence to:
- Recognise inappropriate behaviour.
- Respond professionally.
- Listen without judgement.
- Maintain confidentiality where appropriate.
- Escalate concerns correctly.
- Support everyone involved.
Without appropriate training, even well-intentioned managers can unintentionally make situations more difficult.
Policies should support culture
Having a clear policy remains an important part of preventing sexual harassment, but it should be a practical document that employees understand and can easily access.
An effective policy should explain:
- What sexual harassment is.
- The standards expected within the organisation.
- How concerns can be raised.
- How complaints will be managed.
- The support available.
- The consequences of unacceptable behaviour.
Policies should also be reviewed regularly to ensure they reflect current legislation and the way the organisation operates.
Don’t overlook third-party behaviour
Harassment isn’t always carried out by colleagues.
Employees may also experience inappropriate behaviour from:
- Customers.
- Clients.
- Contractors.
- Suppliers.
- Visitors.
- Members of the public.
Employers should consider these risks when reviewing workplace procedures and ensure employees know they will be supported if incidents occur.
Encouraging employees to speak up
Many employees choose not to report inappropriate behaviour because they worry they won’t be believed or fear negative consequences.
Employers can encourage reporting by:
- Providing more than one reporting route.
- Treating concerns confidentially where possible.
- Responding consistently.
- Investigating concerns fairly.
- Protecting employees from victimisation.
- Communicating outcomes appropriately.
A reporting process only works if employees trust it.
Creating an action plan
Preventing sexual harassment isn’t something employers should review once and then forget.
A practical action plan might include:
- Reviewing workplace risks annually.
- Updating policies.
- Delivering regular employee training.
- Providing additional manager training.
- Reviewing complaints and learning from them.
- Monitoring workplace culture through feedback.
- Reviewing procedures following organisational changes.
Small improvements made consistently are often far more effective than reacting after problems arise.
Looking beyond compliance
While meeting your legal obligations is essential, employers should aim for more than compliance alone.
Organisations that prioritise respect, inclusion and psychological safety create workplaces where employees feel valued, supported and able to perform at their best.
Preventing sexual harassment isn’t simply about avoiding legal claims. It’s about creating a culture where inappropriate behaviour is less likely to happen in the first place.
Need support?
Creating a respectful workplace starts with the right policies, training and support. Whether you need to review your workplace procedures, update your policies or ensure your managers understand their responsibilities, our experienced HR team is here to help.
To discuss your requirements, contact us on 01981 590514 or email info@cxcs.co.uk.
You can also find out more about our Human Resources service on our website.