Grievances should always be handled reasonably and fairly.
Whilst it is important to always comply with the ACAS code of practice on disciplinary and grievance procedures, here are some tips to help you to manage any grievance situation which you may face.
1. Have a Grievance Policy and ensure that:
All employees are aware of and understand your policy.
You consistently follow your policy and process.
You train manager on how to follow the policy.
2. Decide whether a formal or informal route needs to be followed depending upon:
Your employee’s preference.
The nature of the grievance raised.
3. Record everything:
The minutes of every meeting.
All decisions made.
4. The Informal Route:
Where possible, speak to the employee informally and look for a solution.
This is a quicker route and prevents the situation escalating.
5. The Formal Route
Draft your questions / points to discuss before the meeting.
Find out the employee’s ideal outcome to focus your action plan on working towards a solution.
Inform the employee of the process to be undertaken.
Conduct a fact-finding exercise to collect all the relevant information.
Interview any witnesses and take detailed notes of their statements.
Collect any documents relating to the grievance.
6. The chair:
The employee’s manager is normally the most appropriate person to chair the grievance hearing.
If the grievance is about the manager, then a different manager or a HR professional should hold the meeting.
7. The decision:
Deliver the decision in a grievance meeting.
Explain the decision to the employee, and any action that will be taken.
Confirm the decision in writing.
8. The appeal:
If possible have a different person conduct the appeal, with increased seniority.
Maintain confidentiality throughout the process. Everyone involved, including witnesses need to abide by this.
Ensure that your policy is updated in line with any legal changes, and reviewed regularly.
Kerris Crook HR Consultancy can help you by providing a grievance policy, reviewing your current policy, and providing hands-on guidance and support through any grievance situation. Please do contact me with any questions or concerns that you have.