What is a grievance (and how do you address one)?

Learn to manage workplace grievances effectively to maintain harmony and legal compliance. Equip yourself to resolve issues and support a positive work environment.

By Brad Nakase, Attorney

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Have a quick question? I answered nearly 1500 FAQs.

Table of Contents
1. Introduction
2. What exactly is a workplace grievance?
3. How does a grievance vary from a complaint?
4. Four typical grievance categories
5. Six guidelines for handling grievances from employees

Introduction

Each place of employment has its own distinct set of guidelines and standards. If employees feel they have been treated unjustly or these rules have been broken, they have the right to register a grievance. It is the duty of employers to develop personnel management strategies that support a secure work environment. Handling grievances and complaints from employees is an essential component of employee management. Workplace grievances are significant issues with potential financial or legal repercussions.

This course will assist you in comprehending the grievance definition, various forms of grievances, and what constitutes a grievance. It includes advice on what to do in the event that one of your workers files a grievance.

What exactly is a workplace grievance?

Any actual or imagined issue that an employee has while working is considered a workplace grievance. This can involve the feeling of being subjected to unjust treatment, harassment, or discrimination. Workers may file a complaint to their company if they believe they have been mistreated in an effort to make things right. The grievance definition encompasses any such concerns that disrupt the work environment.

Grievance processes may also be utilized in some circumstances to settle conflicts between staff members and management. Employees can communicate issues through grievances, even if they frequently cause disruptions in the workplace.

Yet, if a worker thinks that their concern isn’t being handled internally, they have the option to make an official complaint. Through the EEOC (Equal Employment Opportunity Commission) in the United States, they can accomplish this. The EEOC looks into grievances and takes appropriate measures to safeguard the rights of workers.

Employers might lessen the possibility of unfavorable outcomes by being aware of the typical grievance procedure. When an issue is resolved by the employer, it’s usually preferable for the EEOC to become involved.

A grievance can be filed by an employee with the business’s HR department, depending on how your organization is set up. When looking into a complaint, they attempt to offer an objective viewpoint. The employee can talk to their boss or another company executive if your business doesn’t have an HR division. Understanding the grievance definition helps in identifying whether an issue qualifies as a formal grievance or a casual complaint.

How does a grievance vary from a complaint?

A formalized form of a complaint is called a grievance. When a worker vents to a colleague about a circumstance, that worker is complaining. Typically, a grievance is filed after an employee has made fruitless attempts at an informal resolution. Usually, a grievance involves a set of procedures that the employer and employee must adhere to. Although a grievance is typically seen as of greater importance than a regular complaint, both may result in unfavorable outcomes. The grievance definition clarifies the structured nature of these issues compared to informal complaints.

Four typical grievance categories

In addition to being unpleasant, handling grievances may be a sign of structural problems at work. It’s possible to prevent instances where employees feel mistreated by being aware of the most typical grievance kinds. Generally speaking, grievances at the workplace fit into a few main types:

1. Working Conditions

If workers can’t perform their jobs in a safe and healthy workplace, they can register a grievance over their working circumstances. It is legally required of employers to adhere to specific health and safety regulations. To prevent formal legal action, poor conditions must be remedied. Examples of work condition grievances are as follows:

  • OSHA transgressions: OSHA infractions include, but are not limited to, defectively maintained equipment, dangerous scaffolding, and the failure to offer eye & respiratory safeguards for pertinent workers.
  • Accidents and sickness: A worker has the right to lodge a formal complaint if they become ill or are hurt as a result of safety neglect.
  • Uncomfortable surroundings: Anger issues may arise from inadequate ventilation, poor illumination, or loud noises.
  • Not enough tools: A dispute may arise if workers are given tasks to do without the required tools.

2. Compensation

A lot of employees complain about their wages and benefits because they are not happy. Pay reductions or limited access to incentives enjoyed by other workers may give a reason for compensation claims. A few instances of complaints about compensation are as follows:

  • Pay theft: Employees who have worked hard and earned money but aren’t compensated have a right to file a grievance. Wage theft includes, but is not limited to, not updating paychecks to show a raise or refusing to pay workers for overtime.
  • Disparity in compensation. Workers have the right to file a complaint for unfair compensation if they feel that their protected classes—race, gender, or other—are being ignored.
  • Retained benefits: A grievance can be filed if benefits are not provided to employees who are entitled to them. For instance, employees who put in more than forty hours a week are entitled to company-paid health insurance. To receive these advantages, a full-time employee must submit a grievance, according to this.
  • Unfair rewards: A compensation grievance may be sparked by unequally allocated bonuses and wage increases.

3. Employee Policy

Policies can also lead to grievances, even though employee complaints are frequently the result of alleged policy infractions. The ability of a staff member to succeed is directly impacted by administrative policies and personnel changes. They may therefore dispute issues of policy like:

  • Work-related tasks: Workers could think they were unfairly put in a position for which they are unfit. If they believe they were wrongfully reassigned to a department where their failure is planned out in advance, they have the right to submit a grievance.
  • Strategies for promotion: There should be just and equal paths to advancement. In order to contest corporate policy, workers who believe they aren’t given comparable chances as their counterparts may register a grievance.
  • Ineffective dialogue: Misconduct on the part of the employer may include aloof management, failing to notify employees of changes, and inadequate communication. Problems of this kind are typical grievance examples pertaining to communication.
  • Workload: Workload adjustments made abruptly and drastically may give rise to a grievance from an employee. This is particularly true in cases where the standards are thought to be high and difficult to achieve.

4. Harassment

A third-party investigation is necessary in cases of employee harassment, as it is a grave matter. An employee has the right to register a grievance to the relevant employer authorities if a supervisor engages in conflict with them and responds by harassing, punishing, or passing rumors. Depending on the seriousness, complaints of harassment may be made to law enforcement.

Keep abreast of the rules pertaining to harassment by employers in your state, and think about seeking legal counsel on particular scenarios at work. Understanding the grievance definition and the typical categories helps in effectively managing and resolving these issues.

Six guidelines for handling grievances from employees

Ignoring an employee complaint can lead to a worsening of the problem, lower morale, and eroded trust. Employ the following advice to resolve employee complaints in a prompt and suitable manner:

  1. Provide a grievance process: Establish a method for evaluating grievance cases in advance. That way, if someone does complain, you will be ready. Determine the procedure for employees to file grievances and the way you’ll guarantee the confidentiality of the complaints. Establish a timeframe and inform staff members that grievances must be submitted by workers and that leadership would address them as soon as possible. Provide a manual for employees with this information. A description of grievance processes and pertinent information should be included.
  2. Identify the problem: Pay attention to what your staff member is saying when they complain, and respect their perspective. It’s critical that your staff members feel valued even in cases when a grievance is found to be unfounded. Inform them that you have received their feedback and outline the steps you intend to take to evaluate the situation.
  3. Speak with pertinent individuals: Ask all connected parties about their accounts of events during the grievance investigation process. Arrange separate interviews for any staff members who may be concerned so they can talk candidly. To make the best selection possible, obtain as much evidence as you can.
  4. Observe trends: To find out if similar complaints have been reported, review HR files and further evidence. Multi-complaint, ongoing problems could be a sign of a more serious problem that needs intervention. To decide what to do, evaluate all of the relevant information. Keep all the records you need to back up your conclusions from the inquiry.
  5. Present your findings at a formal meeting: Call a meeting of all parties concerned. Inform them of the findings from your inquiry. Give them an explanation of your reasoning for your choice and give them a chance to ask any questions. For transparency’s sake, make records during the discussion and preserve them on record.
  6. Act proactively: When necessary, alter the policy regarding grievance definition. To address future problems, establish a grievance procedure. Spend some time correcting the issue if you see something that has the potential to get worse before it turns into a formal concern.A major issue that could result in unwelcome legal action against you and your company is workplace complaints. Consequently, it is imperative for corporate executives to establish grievance processes and be cognizant of the typical grievance kinds. It’s best to be ready in case major issues develop, even though some businesses might have to cope with persistent complaints.

With the knowledge this article provides, you’ll be prepared to handle possible complaints in order to reduce risks and guarantee worker satisfaction. By understanding the grievance definition and following these guidelines, employers can create a supportive work environment and address issues before they escalate.

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