Discussion points and feedback:
What principles of the Actuaries’ Code (the Code) should Lisa have considered?
Firstly, as soon as Lisa realised that the document was confidential in nature, she should have stopped reading it. The Integrity principle of the Code states that “Members must act honestly and with integrity”.
If you are aware of who is working on that project, they could be approached, and the document given to them. There is also the option to confidentially destroy the document yourself, but the main thing is to stop reading it and then find a way of making the document safe again.
An amplification of the Integrity principle that's important is around treating information as confidential “Members should respect confidentiality”. We've looked at the options available to Lisa but what Lisa shouldn’t have done is read the full document and then gossip about it with others, which is a clear breach of the Code requirements.
Lisa should also have been considering the amplification of the Integrity principle where it states that “Members must show respect for others in the way they conduct themselves”. There are aspects in the scenario where Lisa is talking about others that doesn't make for comfortable viewing.
The Impartiality principle states that “Members must ensure that their professional judgement is not compromised, and cannot reasonably be seen to be compromised, by bias, conflict of interest, or the undue influence of others” and this could also potentially come into play in this scenario if it transpires that the document unduly influences Lisa’s work or causes some sort of conflict - she could be in breach of the Code if her professional judgement might be compromised.
The Compliance principle which states that “Members must comply with all relevant legal, regulatory and professional requirements” may also apply as there may be legal and regulatory aspects to think about.
Should Martin have taken any further action?
Martin clearly makes attempts to temper the way that Lisa was talking about other individuals and her treatment of confidential information. Martin is in a difficult situation as he has to consider whether to escalate the issue, but he could have been stronger with Lisa in telling her it was not appropriate to be discussing the confidential document or indeed how she was talking about colleagues, within the office environment.
Martin should be considering the Speaking up principle which states that “Members should speak up if they believe, or have reasonable cause to believe, that a course of action is unethical or is unlawful” and the amplifications of the principle could help Martin with further guidance on the various actions that he could potentially take to help this situation.
Is it okay to use work devices/platforms for informal use?
Martin refers to recent training and it looks like Lisa may not have followed the training requirements with regard to work devices/platforms. Lisa could potentially come under scrutiny for using Teams as an informal chat environment.
Although Lisa may be viewing it as an informal chat environment, it's important that information is treated confidentially and that any gossiping or chat is respectful.
Would your opinion of Lisa change depending on the setting in which the gossiping took place?
In the scenario, we see Lisa gossiping in different settings - at her desk in the office, in the kitchen, and also in a public space. From a work perspective, it makes no difference where you are and you need to be considering the principles of the Code, behaving respectfully of others, and treating information confidentially. The Scope of the Code states that “The Code applies at all times to all Members’ conduct in relation to an actuarial role. The Code also applies to all Members’ other conduct if that conduct could reasonably be considered to reflect upon the profession.” If the gossiping takes place outside of a work environment, it becomes more debatable but equally, as an actuary, you need to bear in mind the principles of the Code at all times.
Is it ever okay to gossip in a professional environment?
As mentioned in the synopsis, office banter and general socialising can be both good for company morale and promote a real sense of bonding and enjoyment about working together in an office. It is especially important now that we're perhaps in the office less often - you want to catch up with colleagues and not just talk about technical matters. So, it is absolutely okay to have light-hearted moments and discuss a range of topics. Just be aware of where the line might be and respecting others. Always be mindful that what might be okay for you to discuss, may not be okay for others.
Summary
In this case study, we have seen that what may be perceived as harmless gossip or perhaps not even recognised as gossip by the perpetrator, could actually be quite offensive and have a certain impact on the individuals being talked about. We've also seen that the listener would have a role to play, especially if the listener is also a member of the profession.