Your refresh on handling grievances in the workplace
We thought a refresh in handling grievances in the workplace would be beneficial for this month's LinkedIn Newsletter. Flipping how we bring our newsletters to you, focusing on a specific topic, and treating this as a refresher course.
Employee expectations have evolved over the last decade, seeing the rise of grievances within the workplace. More and more, our clients need assistance in resolving formal grievances but by being proactive and having difficult conversations earlier managers can sometimes avoid formal grievances, which is to everyone’s benefit.
If issues are ignored it can lead to decreased employee morale, reduced productivity, and even legal complications.
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Why are employee grievances on the rise?
There are numerous reasons why employee grievances are increasing, for example, when there is an economic downturn employees may experience financial stress having an emotional impact leading to more conflicts.
Workplace norms have changed drastically in recent years, from greater emphasis on workplace harassment, work-life balance, and toxic workplace cultures. Employees expect more which we forecast to keep increasing as Gen-Z enter the workplace.
If remote working isn’t managed correctly, it may lead to grievances especially if managers are micromanaging employees due to a lack of trust.
Other reasons include:
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A step-by-step guide to handling grievance:
1. The Informal Stage:
Direct communication: Addressing concerns directly can often lead to quick resolutions.
Seeking support: Having a colleague or supervisor present can provide a neutral perspective.
Managerial intervention: If direct communication doesn't resolve the issue, a higher authority should step in. For example, outsourced HR consultants provide unbiased and legally considered advice and guidance.
The key learning here is that the informal stage is about open dialogue, aiming to resolve issues before they escalate to formal grievances, which can be more difficult to resolve.
2. The Formal Grievance Process
Documentation: A written grievance provides clarity of the issues for all parties involved.
Discussion: An open meeting ensures both parties are heard and allows the manager to understand how the grievance could be resolved to the employee's satisfaction.
Decision and Appeal: Transparency in decision-making is crucial and giving the option to appeal is a legal obligation.
The learning here is the formal process ensures grievances are addressed fairly for all involved. Having the correct process in place will be beneficial if the grievance leads to a tribunal claim.
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3. ACAS and LRA Guidelines
Non-compliance with the relevant Codes of practice can lead to negative financial implications for employers. Tribunals may also have an impact on brand reputation regardless of the result making recruitment a more challenging task.
Having the correct documentation is essential as a clear record of how it was resolved may help during a tribunal. Think did you take all the necessary and essential steps? Have you followed the correct legal steps?
While ACAS and LRA provide guidelines, our consultancy offers hands-on support and tailored solutions specifically for you business. It can be massively beneficial to have an outside unbiased perspective on a grievance situation.
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Key Takeaways
Following best practices is key to preventing and resolving grievances this includes;
Fostering open communication to regular training on handling difficult situations, helps in creating a harmonious workplace. Emphasising clear communication and creating a working environment where employees feel they can speak about a variety of topics openly. Employees are more likely to voice concerns in this type of environment rather than needing to raise a formal grievance. ?
Proactive management of grievances is not just about resolving issues; it's about building a workplace culture where every voice is heard.
By partnering with BeyondHR, businesses in Northern Ireland and Scotland can benefit from tailored HR solutions, expert advice, and hands-on support. Contact us today to learn how we can help you navigate the complexities of grievance handling and more.
Case Study: Grievance Handling in a Retail Environment
Background: Jane has been working at "High Street Fashions" for over three years. Recently, she felt that her supervisor, Mark, was giving preferential treatment to another colleague, Lucy, by consistently allocating her the more favourable shifts and overlooking her mistakes.
The Grievance: Jane approached Mark informally to discuss her concerns. Mark brushed it off, saying he was just trying to accommodate Lucy's childcare needs. Feeling unheard, Jane decided to raise a formal grievance, citing unfair treatment and favouritism.
The Process:
Informal Discussion: Jane had an informal chat with Mark, but felt her concerns were dismissed.
Formal Grievance: Jane documented specific instances where she felt she was treated unfairly and submitted this to the HR department.
Investigation: HR and another manager arranged a meeting with Jane to discuss her concerns in detail. They also spoke to Mark and Lucy separately to get their perspectives.
Findings: The panel found that while Mark had legitimate reasons to adjust Lucy's shifts due to her childcare needs, he failed to communicate this effectively to the rest of the team, leading to perceptions of favouritism.
Resolution: HR recommended that Mark undergo communication training. They also suggested implementing a transparent shift allocation system and regular team meetings to address any concerns.
Outcome: Jane felt that her grievance was taken seriously and was satisfied with the outcome. Mark recognized the importance of clear communication, and the team benefited from a more transparent system.