Grievances are complaints, problems, and concerns which an employee or employees raises with their establishment or manager. Workplace complaints solved often help leaders and employees built a strong rapport and working relationship. Although there are no strict guidelines for dealing with grievances, there are primary and general processes that a complaint showed follow. The principles and guidelines help in setting a formal framework that the parties involved follow.
Step One: Reviewing and Understanding
In this process, the complaint is fully understood and clarified to all the parties involved. It is essential to document all areas of containing pertinent issues and all witnesses involved. The employee gives an oral explanation to the manager or supervisor. The supervisor should try to bring all the parties to an agreement with every effort aimed at settling the problem.
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Step Two: Investigation
If the issue is not solved at the first stage, and there is no agreement, the supervisor or manager should begin a formal investigation into the matter. All information and details should be gathered and adequately handled. It is crucial at this stage for the supervisor or manager to remain impartial, and document all discussed or raised issues. All parties and witnesses need to be informed of the ongoing investigation.
Step Three: Response and Deciding the Outcome
After a conclusive investigation, a meeting should be arranged that brings together all parties. The manager will then discuss with the parties on the outcome of the investigation. The manager, at this point, should not disclose any action to be taken against any of the parties. The employer or manager should follow the established code on how to respond to the grievance. The manager needs to gather all the details from both sides and consider all evidence from all features. All records should be kept. During this step, the employer can decide on the disciplinary action to take, such as suspension or any form of punishment, as stipulated in the company’s regulations. The parties should be informed of the decision, but all matters personal should be kept out of the engagements. An employer should also use their judgment fairly and intelligently when and if they involved the police or relevant authorities. It is essential to put all issues into consideration, such as the welfare of the employee and mental state. Such a strategy can help prevent any psychological problem and absence.
Step Four: After the grievance process and appeal
A complaining party is allowed to appeal against the outcome and decision. If an appeal is made, it should be made in writing. If no appeal arises, the employer should try to bring the parties together through a consensus and emphasize the importance of using a formal procedure to solve a grievance.
Step Five: After the Procedure
After the entire procedure and outcome, everything discussed must remain private between the parties involved. The employer will hold a private meeting with each party to clear any outstanding issue and bring the matter to a close. The strategy is essential to avoid any bad feelings, reduced morale at work, or bullying. The employer will also keep a record of everything agreed upon and discussed. In case the appeal in step four fails and an employer wants to take the matter forward, they can be allowed at this point to make a formal complaint with the relevant authorities such as the employment tribunal. In case everything ends well, the employer should close the entire hearing and keep the records away. However, as a leader, he should stay alert on any issue that may arise from the parties after the close.
