Employee Grievances Management: Best Procedures and Practices

Posted on Jul 14, 2023 at 10:07 PM

If you are an HR specialist, dealing with Employee Grievances is your daily routine; those Grievances can be proper or deceptive as you have to differentiate well to avoid losing any employee once they are not satisfied with the terms of employment or management policy.

Our next article defines those grievances and their types and causes, concerning the best procedures and practices to avoid them.

Concept of employees Grievances?

Employee Grievances are formal grievances by employees of companies to their direct managers or senior management when they feel any resentment. 

Grievance or mistreatment by the company and its management or any wrongdoing by a colleague against him.

Companies need to provide a comfortable and safe working environment for their employees. 

to provide a clear definition of their functions, responsibilities, appropriate payment for their positions, and promote a policy of respect among the company's employees, etc.

In the event of a gap in implementing one of those items or between the employee member's expectations and receipts, Grievances arise.

Companies should provide specific frameworks to properly pursue grievances when an employee reports something they are not satisfied with or needs to discuss with grievances. Ignoring this may affect the work and productivity of the company as a whole.

‍What are the types of grievances in the workplace?

Complaints in the workplace vary according to the reasons behind them, most:

Financial grievances: These grievances record when the employee expects to receive an allowance or compensation for certain things, such as the relocation allowance, or when they believe they should earn as much as anyone doing similar work in the enterprise.

Behavioural grievances: dealing with problems related to public behaviour, such as bullying, harassment, and harassment in working environments.

Complaints about working conditions: grievances related to conditions within the working environment.

Such as office hygiene, ethics, safety and health risks, and harsh working conditions.

Workload grievances: These are usually associated with financial grievances. This occurs when an employee carries more tasks assigned to another employee who has left instead of bringing in a replacement or starting a new project requiring more office employees.‍

What are the reasons for employee grievances?

The reasons for employee grievances are many. The main ones are the following:

• Change of wages.

• Tax and incentive system.

• Promotions.

• Staff classification.

• Against a designated manager or leader.

• Concerning disciplinary measures and procedures.

• On general methods of supervision.

• Arbitrary or disciplinary dismissal.

• Transfer from one section to another or pink to another.

• Inappropriate employment.

• Breach of contract.

• Harsh or unsatisfactory working conditions.

• Lack of timely availability of materials.
  
  

What is the role of the Human Resources Manager on employee grievances?

The Human Resources Section is vital in finding satisfactory solutions to employee grievances. They are responsible for receiving employees' grievances.

Ensuring the implementation of the company policies and disputes are resolved during the complaint and all employees to treat.

So when an employee makes a formal complaint, will direct it to the Resources Department to be responsible for receiving the complaint. Then find out how to coordinate the work and discuss grievances and objections. 

Working out suggestions and solutions to reach a fair decision that satisfies everyone.

The resources department knows the employee rights and how to do the process well. HR training is to increase experience in this area, and the employee must also know all his rights well to avoid any untrue claims at later stages.

The aim is to provide a resolution service considering what is fair for the individual submitting the complaint—his or her colleagues and the company.

What is the most appropriate procedure for dealing with employee grievances?

Companies' handling of grievances varies from one company to another, but most often follow the same steps to address it, as follows:

• Informal meeting with the Direct Manager:

Motivate employees to turn to their managers and speak to them with informal conversations about any inquiry on behalf of making a direct private complaint.

For example, when an employee feels entitled to a promotion and has not received it for some time. They can meet with their manager and discuss it. The manager will explain and respond to them about the reasons behind not getting promoted and things that need attention to get a promotion.

• Submit a written complaint:

Some companies develop a formal complaint form for employees to fill out when needed, or a person submits a complaint by email or for the supervisor to write it down, which is essential to receive grievances in writing.

They must also include the most details and explanations within a specified period after the problem has occurred, for example, within a month or a week.

• Assessment of complaint:
  

The Resources Department begins by setting up a committee with the help of an investigator or supervisor to test the details of the complaint to determine the next step. A simple solution or more complex matters may be necessary.

• Conduct a formal investigation:

To begin an investigation, the employee must meet with all the authorities involved in the complaint. Starting with the complainant employee and anyone else involved, after which the phase of gathering evidence and documents will assist with emails, receipts, and witness testimony.

• Decision-making:

Finally, the commission of the investigator, the supervisor, and the resources section provide their conclusions and take appropriate action by informing the employee of this. 

If the solution is not satisfactory to him, an intermediary party uses it to reach a fair solution that satisfies everyone.

Best practices for employee grievances?

Here are some sound practices for addressing staff members' grievances :

• Employee Guide:

Providing when appointing new employees with a copy Employee Manual to review his duties before the formal commencement.

This manual contains the company's rules and standards for compliance.

• Periodic meetings:

Building a positive and professional relationship with employees is one of the most helpful in preventing grievances; when met, the opportunity to identify their potential grievances increases without disclosure—allowing them to address them before they worsen. The trust built during these meetings between company employees and management can reduce the likelihood of their reported grievances.

• Reciprocity for all:

When standardising employees' expectations, disciplinary procedures will become fairer and more straightforward; all employees will feel equality and non-discrimination, reducing their chances of filing grievances, improving the working environment, and making it more positive.

• Documentation of performance and irregularities:

When documenting the performance, irregularities, and grievances of each employee. The manager or supervisor will be able to expect problems before they occur and reach peaks from which they cannot return. And prepare a plan to avoid the above problem.

• Investing in training:

Teach skilled people positive communication and interaction mechanisms and build strong relationships between them by conducting periodic training, which reflects on entire departments and promotes job satisfaction.

Training the resources section on conflict resolution strategies to address and follow up on any problem.

Concluding, 

Employee grievances are a situation that exists whether they are right. 

If things are not working out, they can affect workers' morale. There will be a decrease in the efficiency of the services provided and increased absenteeism, affecting job satisfaction. In short, the ability to deal with such grievances can affect workplace productivity.