GRIEVANCES

Grievances occur when one employee has a workplace issue with another member of staff. Like disciplinaries, grievances can be categorised into 3 levels: Minor (Informal), Moderate (Informal / Formal) or Severe (Formal).

Grievances: Types, Stages and Possible Outcomes

Grievances: Types, Stages and Possible Outcomes

INFORMAL

If an employee has a problem with someone at work, please advise them to refer to page 23 of the company handbook. Remember, a grievance should be dealt with informally where possible. As a manager, you want to encourage the employee to raise the issue directly with their colleague. Support the employee by offering a safe and open environment to speak in with your presence if need be. A sit-down chat (mediated by you) with the employees will generally resolve minor/moderate work issues. Address the issue directly and be sure to end the conversation on a constructive and positive note whereby both employees are satisfied.

FORMAL

If a serious/severe grievance is raised with you, it will need to be investigated as this will become a formal disciplinary which the People team will need to handle. Examples may include sexual or physical assault, repetitive harassment/discrimination or bullying (gross misconduct).

Please see steps in carrying managing a severe level grievance:

Step 1. Notify People Team by Email

You will need to send an email outlining the grievance by identifying who is involved and what the claims are. It may be a good idea to get the employee who has lodged the grievance to email you a statement to forward on to the People Team. Also, let the employee know the grievance will be investigated formally and has been reported to the People Team.

Step 2. Create an investigation plan

When preparing for the investigation, there are several considerations to be made:

1. What needs to be investigated?

2. Who is leading the investigation?

3. Is there anyone who needs to be spoken with? ie. Witness

4. Any sources of evidence such as emails, texts or CCTV

5. Are any of these sources time sensitive? ie. CCTV footage deletes after 30 days

Once the investigation plan has been generated, you will need to send an ‘Invitation to Grievance’ letter via email to the relevant employee (template in ER > Grievance folder).

Step 3. The Investigation

When carrying out the investigation – remember, you must maintain a neutral point of view. Your job is simply to establish the facts. Your job is not to determine an outcome. Any questions asked, must be in a manner that is fair to the employee and does not lead them to feel they must respond in a certain way. The best way is to ask open ended or direct questions:

  • What happened on XXX day?

  • Can you explain why you did XXX?

  • Are you aware of our company policies?

  • Is there anything you would like to add to this investigation?

  • Has anything been missed?

Let the employee who has lodged the grievance know that the matter is being investigated and has been reported to the People Team.

Step 4. Submit investigation findings to the People Team

If the investigation indicates the employee may have demonstrated behaviour or actions deemed as gross misconduct, a formal disciplinary will be carried out. This is on the basis that the act/person undermines or fails to affirm any of our company policies. All investigation notes and documents will need to be handed over to the People Team who will follow up on your behalf.