Workplaces are at their best when employees feel heard, respected, and supported.
However, disputes and issues can arise in the best of workplaces, and when they do, a clear grievance procedure is essential for ensuring your employees have a voice. Our newest guide will walk you through the five key steps of a grievance procedure, providing a roadmap for employees and employers alike to address concerns effectively.
What Is a Grievance?
Essentially, a grievance is a formal complaint raised by an employee about work-related issues.
These issues might include conflicts with colleagues, management decisions, breaches of workplace policies, or matters like discrimination or unsafe working conditions.
A grievance procedure is the process by which this grievance should be handled by the employer. Having a grievance procedure in place ensures fairness and consistency while making sure the work environment remains safe and positive even while the grievance is occurring.
The Importance of Grievance Procedures
Grievance procedures aren’t more than just a formal requirement; they exist to ensure that every employee is treated fairly and that there is a clear process by which to discuss and resolve issues when they arise. Other reasons why grievance procedures are important include:
- Clarifying Employee Rights: Employees have the right to raise concerns without fear of retaliation. A clear process helps protect this right.
- Encouraging Open Communication: Grievance procedures provide employees with a platform to voice concerns constructively.
- Effectively Managing Disputes: Resolving grievances quickly and fairly can prevent small issues from escalating into bigger problems.
- Promoting a Positive Workplace Culture: By addressing grievances, employers demonstrate their commitment to a safe and supportive work environment.
What Are the 5 Steps of the Grievance Procedure?
When an issue arises, following a structured grievance procedure ensures clarity and fairness for all parties involved. Here are the five steps:
1. Notify the Employer
The first step is for the employee to formally raise their grievance in writing. This should include:
- A clear description of the grievance.
- Relevant facts, dates, and evidence.
- Submission to a manager who is not directly involved in the issue.
This formal notification sets the process in motion and ensures the grievance is taken seriously.
Employers must make it clear to employees that they will deal with grievances fairly and consistently (basically, by following the company’s grievance process). Before a meeting takes place, the employer should investigate the grievance, gathering as much information and evidence as they can.
2. Right to Accompaniment
Employees have a statutory right to be accompanied at grievance meetings. A companion can be:
- A fellow worker.
- A trade union representative.
- A union official.
The companion may:
- Present the employee’s case.
- Respond to views expressed at the meeting.
- Confer privately with the employee.
If the chosen companion is unavailable, the meeting should be rescheduled within five working days to ensure fairness.
3. Arrange a Meeting
Once the grievance is submitted and an investigation has taken place, the employer must arrange a formal meeting without unreasonable delay (within 5 working days is considered a good timeframe).
During this meeting, the individual who raised the grievance will have the opportunity to explain what their grievance is and provide any evidence they have that supports the grievance.
The employer should ask the individual who raised the grievance more questions and remain as impartial as possible while discussing the evidence provided/found during the investigation and any potential solutions.
A solution that everybody is happy with may not be found in this meeting; in this case, the employer should conduct more investigation to make a fair decision. Another meeting can be set up in this situation.
It is key that the employer take notes, or have an assistant to take notes, throughout the meeting. This is so that once the meeting has ended, the employer can provide a record of the events of the meeting and notes taken to all involved, so everyone is aware of what took place in that meeting.
4. Decision and Action
After the meeting, the employer must decide on the appropriate course of action and communicate it in writing. This decision letter should include:
- The outcome of the grievance.
- Any actions the employer intends to take to resolve the issue.
- Information about the employee’s right to appeal if they are not satisfied with the decision.
This step ensures the grievance is acknowledged and addressed transparently.
If an employer decides that no action is needed, it may be a good idea to have a private discussion with the individual who raised the grievance, simply to ensure that the employee knows that despite the decision, the employer is there and willing to be supportive in whatever way is needed.
5. Further Appeal
If the employee feels the grievance hasn’t been resolved satisfactorily or that an aspect of the procedure was unfair, they have the right to appeal. The appeal must:
- Be submitted in writing.
- Clearly outline the grounds for the appeal.
The appeal process should follow similar principles, with no unnecessary delays and a fresh examination of the grievance. This ensures fairness and provides a final opportunity to resolve the issue.
Conclusion
Grievances are an inevitable part of workplace dynamics, but how they are handled can make all the difference. By following the five steps outlined above, organisations can ensure a fair and efficient resolution process that benefits both employees and employers.
At Benefits Cloud, we understand the importance of fostering a positive workplace culture and managing grievances effectively.
Need Help Managing Workplace Grievances?
Whether you need guidance in implementing a grievance procedure or support in handling workplace concerns, Benefits Cloud is here to help. Contact us today to speak with our experts and create a workplace where everyone feels heard and supported.