Your worst nightmare has just come true, an employee has raised a personal grievance. Employees can raise personal grievances for multiple reasons, but how you navigate this is crucial to ensuring both you and your employee are within your rights and obligations to handle this appropriately moving forward.
What is a Personal Grievance?
A personal grievance is raised when an employee feels that they have been treated unfairly in the workplace, leading to dissatisfaction or conflict. This stems from a perceived violation of rights, inappropriate behaviour, or unjust treatment by colleagues or the organisation as a whole.
Why may an Employee Raise a Personal Grievance?
1. Workplace Bullying or Harassment: Experiencing disrespectful, abusive behaviour from colleagues or supervisors.
2. Discrimination: Unfair or unequal treatment based on their identity (gender, ethnicity, disability e.g.).
3. Unfair Practices: Inconsistent application of work policies or feeling unfavoured by management.
4. Pay Issues: Disputes over unpaid wages, overtime, or unfulfilled benefits, as well as feeling underpaid.
5. Workload and Expectations: Excessive workload, unreasonable demands, or a lack of clarity about responsibilities.
6. Health and Safety Concerns: Unsafe working conditions, hazards, and a lack of safety measures.
7. Poor Communication or Management: Lack of clarity, recognition, feedback, and feeling excluded from relevant decisions and activities.
8. Unfair Disciplinary Action: Unfair or excessive punishment when not seen necessary.
How do I Address Personal Grievances?
If this is your first time dealing with a situation like this, it is necessary to take actionable steps that will reach a just conclusion.
1. Act Fast
Take action immediately – if grievances are ignored or delayed, they may escalate into more serious conflict. Addressing the concern early can prevent it from snowballing, saving time and resources in the long term.
Your immediate supervisor and HR department should also be notified at this point. If your business doesn’t have an in-house HR department, consider outsourcing to an HR consulting agency for impartial guidance.
2. Acknowledge the Complaint
You should actively listen to the employee and let them uninterruptedly express their concerns. Acknowledge their feelings and concerns, and avoid taking sides or making assumptions before you begin any necessary investigation.
3. Follow Formal Procedures
Document the details (dates, times, specific incidents e.g.) of the situation, and align the process with company policies and procedures, employee contract clauses, and your legal obligations as an employer.
4. Thoroughly Investigate
Gather evidence, including: Witness statements, documents, emails, or reports that support the previous point. Ensure the investigation is unbiased and keep details private to protect all involved parties.
5. Communicate Progress
Keep the employee informed of the progress of the investigation, and set a clear timeline for resolving the issue. Sticking to an appropriate timeline will ensure that you have a sufficient amount of time to resolve the situation.
6. Seek Resolution
Collaborate with your HR department/supervisors/HR consultants on appropriate solutions, and take corrective actions to reach a solution. Actions could include policy and procedure updates, mediation, or disciplinary actions. Explain the steps taken to reach this solution, and communicate the outcome with clarity to all involved parties.
7. Prevent Recurrence
Address the underlying issues and implement changes to prevent similar issues. It is also a good idea to train managers and employees in respectful communication and conflict resolution.
8. Offer Support
Provide resources or counselling to the affected employee to make them feel heard and supported throughout the entire process.
9. Review and Improve Policies
Evaluate current procedures and assess whether they need to be refined or not. Use this specific case to identify areas of improvement, and act on them.
Key Takeaways
Overall, the main factors you should keep in mind are:
• Timeliness: Address concerns on time and prevent escalation.
• Transparency: Clearly outline the process and expected outcomes.
• Impartiality: Ensure fair treatment of all involved parties.
Dealing with a personal grievance can be unexpected, nerve-wracking, or confusing. After reading this article, you should now have an idea of what to do if one is raised. Focus on curating a safe, inclusive, and communicative environment, but acknowledge that no workplace is perfect, and you need to be prepared just in case.
How we can Help
At People Associates, we specialise in resolving personal grievances, ensuring a fair and equitable process for all parties involved. As your dedicated advocate, we’ll represent your interests, providing strategic advice and support throughout the process. With a deep understanding of employment legislation, we’ll provide you with clear and concise advice, empowering you to make informed decisions.
Want a free consultation?
Flick us a message here – or contact Lisa Oakley at lisa@peopleassociates.nz or on 027 573 5483.
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