Every business must have a clear grievance policy in place. This ensures employees have a formal route to raise concerns about their treatment at work. Common grievance issues include bullying, unfair treatment, and pay disputes.Often, grievances begin informally and if addressed early and appropriately, formal action can be avoided altogether.
Can you resolve with mediation
Mediation is a valuable, voluntary process that allows a neutral third party to help employees in conflict talk through their issues and reach a mutually agreed solution. It’s confidential, non-judgmental, and often helps repair relationships rather than assign blame.
Mediation is most effective in situations such as:
· Interpersonal conflict between colleagues or between an employee and their manager
· Breakdowns in communication
· Misunderstandings that have escalated
· Early-stage grievances that could be resolved before becoming formal complaints
Benefits of mediation include:
· Preserving working relationships and helping colleagues move forward professionally
· Saving time and money by avoiding lengthy formal procedures or tribunal risks
· Empowering employees to take ownership of problems and their resolution
· Reducing stress by providing a safe space to be heard
· Protecting workplace culture by preventing the spread of conflict and maintaining morale
When Formal Grievance Procedures Are Needed
Mediation isn’t always appropriate. If the issue cannot be resolved informally, a formal grievance process must be followed. Here’s how:
1. Raise the Grievance in WritingThe employee submits their grievance in writing, clearly outlining the issue.
2. Hold a Grievance MeetingThe employer arranges a formal meeting. The employee has the right to be accompanied. This meeting allows the employee to explain their concerns and discuss potential solutions.
3. Investigate the GrievanceDepending on the complexity, an investigation may happen before or after the meeting. This may include interviewing witnesses, reviewing documents, and gathering relevant evidence.
4. Decide on an OutcomeThe employer decides whether to uphold the grievance and confirms the decision in writing. The employee has the right to appeal.
5. Appeal ProcessIf the employee is unhappy with the outcome, they can appeal in writing. The appeal must be reviewed by someone not previously involved in the grievance process.
Common Pitfalls to Avoid
· Ignoring or delaying the grievance – The process should follow a clear timeline. Delays can damage trust and escalate issues.
· Being defensive or dismissive – Take all concerns seriously. Emotions may be high, but it’s crucial to focus on the facts.
· Poor documentation – Keep clear records of all meetings, actions taken, and decisions made.
Grievances can sometimes involve complex issues like discrimination or serious allegations. Professional HR support can help ensure a fair process, reduce risk, and offer a calm perspective.Handled properly, a grievance process shows your team that you take concerns seriously and protects your business too.
Need help?Contact me at bev@bdhr.co.uk, I’m here to support you.
