HR 2 session 4 grievance process

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Colorado Christian University *

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311A

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Management

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Feb 20, 2024

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1 Session 4: Grievance Do’s and Don’ts By: Halle Ross Colorado Christian University HRM-311A 8/20/2023

2 Session 4: Grievance Do’s and Don’ts In Human Resources, we are often overwhelmed with dread when hearing the word ‘grievance’ and the process that follows a grievance. There are many things we can do to ensure the grievance process is a smooth and integrative one with a successful outcome. It is important that grievance procedures are clearly laid out and are handled properly by employers. This ensures employees are treated fairly and help conduct a proper and fair investigation. This can help resolve disputes within the workplace rather than escalating them to an Employment Tribunal. It is pertinent the employer lays out guidelines and procedures for grievance processes, and has them written down in the employee handbook. It is also extremely important to remember that dealing with grievances is a necessary and crucial process in order to address any future issues that may arise in the most efficient manner. First and foremost, do not rush through the grievance process. Certain grievances can be lengthier than others, and it can be tempting to work through them as quickly as possible simply to get it off your desk. Rushing the grievance process can cause more issues in the long run including disgruntled employees and possible legal action from the filing employee. Each grievance is different and should be looked at thoroughly and closely in order to achieve maximum results. Another problem that can arise during the grievance process is ‘cherry picking’ “whereby a small number of the issues, perhaps the less difficult points are investigated and addressed but several thornier or uncomfortable issues within the body of the grievance are left and are not investigated” (Vista, 2022). This leaves room for the possibility of an appeal from the employee, and end up taking more time in the long run. Rather than doing so, if we just sit down

3 and do it properly by examining each and every issue rather than overlooking them, we can be more efficient and get things done right the first time around. By law, employers must set out standards for a grievance process and share it with their employees. This should include who employees contact regarding an issue, how they can do so, and what other procedures need to be followed. This ensures the grievance is handled in the most efficient manner possible and to avoid a reduction in compensation if the grievance reaches tribunal matters. It also gives a clear, laid out path for both employers and employees to follow to make matters less complicated and straight forward. It is extremely pertinent to set out the grievance clearly in writing and maintain records. All proper forms and documents should be copied and saved for both the employee and employer’s keeping. This will kickstart an investigation into the issues, and provide any evidence the employee may have to support his/her grievance. “You should also comply with the relevant laws and regulations regarding data protection, privacy, and retention. You should also use the records as a reference or a learning tool for future cases or training purposes” (Smith, 2023). Documentation can help us make more informed decisions and provide properly supported claims. “ When investigating grievances, employers should take a fair and consistent approach and deal with complaints within a reasonable timeframe. If they fail to do this and your issue is not resolved, it could give rise to a Tribunal claim.” (NAEO, 2022). This also includes attending all hearings/meetings pertaining to the grievance. As an employer, reasonable notice should be given for any hearings and the employee that filed should be involved. Granting an opportunity to fully discuss all concerns is key to a fair and efficient process.

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4 After studying the grievance, the employer should contact those who need to be interviewed as apart of the investigation process. This is key on not missing out on any details or concerns that may arise. Additional information can be obtained and be useful in conducting the grievance process to come to an appropriate decision. All interviews with individuals should be recorded and documented appropriately following privacy/company guidelines. Lastly, the employer will need to draft a grievance outcome letter, concluding their findings. “It is a common fear that putting too much in a grievance response could give the complainant an opportunity to pull the details apart. The actual danger is that if we don’t give reasons for our response at all, then it gives the complainant a window to come up with their own reasons, which could be far from the truth” (Vista, 2022). If the complainant is satisfied and feels as if there was a thorough investigation conducted with supporting evidence, they may not feel the need to take the issue any further. Even if the grievance progresses to tribunal matters, the employer can be confident they stood by company policies and delivered an efficient and meaningful outcome. We can maintain a biblical attitude during the grievance process by acting with love, respect, and compassion towards one another. 1 Thessalonians 5:12-13 says “ We ask you, brothers, to respect those who labor among you and are over you in the Lord and admonish you, and to esteem them very highly in love because of their work. Be at peace among yourselves” (NIV). This verse is a wonderful example of how we should treat one another at work. We should act with respect because they are our equals in God’s eyes, no matter their job title. We should strive to create peace and respect within our work environment even during difficult times such as grievances.

5 References NAEO. (2022). The DOS and don’ts of disciplinary and grievance procedures . NAEO. https://www.thenaeo.org/articles/article.aspx?storyID=97 Smith, G. (2023, November 4). What are some of the best practices for documenting disciplinary and grievance actions and outcomes? . How to Document Disciplinary and Grievance Actions. https://www.linkedin.com/advice/1/what-some-best-practices-documenting-2c Vista. (2022, January 18). The do’s and don’ts of the grievance process - vista employer services . Vista. https://www.vista-employer.co.uk/the-dos-and-donts-of-the-grievance- process/ Zondervan. (2015). Holy bible: New international version .

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