Case Studies

21st February 2025

The Occasionall Group : Case Study

When Natalie Evans, People and Culture Manager at The Occasionall Group , reached out to Stamp Out, she was confronted with several significant obstacles:

Cultural Disconnect and Employee Discontent: As The Occassionall Group merges with other agencies, maintaining a unified culture became a growing challenge. Many employees felt their concerns were not being addressed, leading to frustration and disengagement.

Inconsistent Feedback Channels: Their feedback systems were fragmented, leaving employees uncertain about where to voice concerns or share feedback. This lack of clarity resulted in delays and gaps in addressing crucial issues. 

Lack of a Unified Process for Handling Employee Concerns: Without a centralised system for managing employee relations, HR business partners handled cases differently. This inconsistency in how issues were addressed and documented created potential gaps in follow-up actions. 

Obstacles to Reporting Before Stamp Out

Before we introduced Stamp Out across the company, raising concerns wasn’t always as straightforward as it should have been. It wasn’t that people didn’t care about reporting or about gathering the reports, it was just that the process felt a bit loose.

Who do you tell? Will it stay confidential? Will anything actually happen? One problem we know we had was that some issues were mentioned in passing to various members of the team in different scenarios but never formally recorded, making it tricky to spot patterns or step in early. And let’s be honest, when it's a busy day in the office or on the ground, the facts can become a bit fuzzy by the time you go to make a note of what you’ve been told. This meant some reports may have been missing key details or not addressed in a timely manner.
We were also concerned that while our regular staff trust the core team members and would open up to them if they needed to, there may have been that quiet worry of, “Will speaking up make things awkward for me?” amongst any new starters… and who can blame them, considering the way some companies treat their staff?

---

Reasons for Choosing Stamp Out

Ultimately, after putting together a more robust internal reporting system, we still saw flaws. Even though we had an anonymous option, what would happen if someone wanted to report a concern about us as a company? Or about one of the core team members who had access to the form?

It was clear that we were using an in-house process, and we thought this could deter some reports, meaning it wasn’t meeting the standards we had set. We wanted a system that made it very easy, super safe, and extremely clear for anyone to raise concerns without stress, second-guessing, or fear of being ignored.

Stamp Out ticked all the boxes: it’s accessible, anonymous when needed, and ensures every report is followed up properly. Plus, if we get any reports through it, they give us valuable insights so we can fix issues before they snowball. And importantly, it’s simple to navigate for both us on the administration side and for anyone reporting. It’s just a direct way to make sure voices are heard.
 

---

Stamp Out Integration and Successes

The great news? We haven’t been flooded with reports, which, to us, is a good thing. It tells us that we’re not dealing with widespread issues, and more importantly, that if something does happen, people know they have a safe, trusted way to report it.

We all feel much more confident that we are practicing what we preach. The culture within the company is extremely important to us, and without a system like this in place, it could be easy for us to miss something that could threaten the inclusive and safe culture we encourage among our staff.
Since bringing in Stamp Out, we know our reporting process is smoother, concerns can be properly logged in a timely manner, and we’re able to be proactive, not just reactive.

Ultimately, by using Stamp Out, we're creating a workplace where people feel confident speaking up, not worried about speaking out, and that’s exactly what we want.
We’ll continue evolving how we use Stamp Out alongside their developments, and we are extremely privileged to be part of the journey they are on to ensure that everyone has a voice.
For now, we’re glad to have a system that we can confidently say works for all of our people, not against them.
 

---