5 essential steps for implementing a fair grievance policy

Handling employee grievances effectively is crucial for maintaining a harmonious workplace and minimising the risk of tribunal claims. Employee grievances, whether related to workplace conditions, interpersonal conflicts, or other concerns, can significantly impact morale and productivity if not addressed properly. Therefore, setting in place a lawful grievance procedure policy that follows a fair procedure is essential. This policy not only ensures that complaints are addressed fairly and systematically but also demonstrates the organisation’s commitment to upholding a transparent and supportive work environment.

What is a grievance?

A grievance is a formal complaint brought by an employee. It serves as a formal way for employees to bring issues to their employer’s attention, prompting investigation and resolution. Common reasons for grievances include:

• Health and safety concerns

• Harassment or bullying by colleagues or managers

• Disputes over changes in work conditions or contractual terms

• Concerns about pay or benefits

What is a grievance policy?

A grievance policy is a formal document that outlines the procedures for addressing and resolving employee complaints and concerns in the workplace. This policy ensures that all grievances are handled consistently, fairly, and in a timely manner. It provides clear guidelines for employees on how to raise their concerns and for employers on how to investigate and resolve these issues. A well-drafted grievance policy helps maintain a positive work environment, promotes transparency, and reinforces the organisation's commitment to addressing employee issues effectively.

If you are seeking to create your own grievance policy, you can find our template here.

Creating a transparent grievance policy in line with the Acas Code of Practice

The Acas Code of Practice on disciplinary and grievance procedures provides a comprehensive framework for handling disciplinary and grievance procedures in the workplace. It outlines essential steps and best practices that employers should follow to ensure fairness and consistency when addressing employee complaints. It is a voluntary code, however, by adhering to the Acas Code, employers can demonstrate a commitment to resolving grievances effectively, which can help prevent escalation to employment tribunals.

The Code of Practice emphasises timely and transparent communication, thorough investigations, and the right to appeal, creating a balanced approach that protects the rights of both employees and employers.

Although the Acas Code is not legally binding, employment tribunals will take into account whether the Code has been followed when making their decisions. Failure to adhere to the Acas Code can lead to adjustments in tribunal awards, potentially increasing compensation by up to 25% if the employer is found to have acted unreasonably. Therefore, following the Acas Code of Practice not only promotes fair and effective grievance handling but also mitigates the risk of adverse tribunal outcomes.

Informal vs. formal grievance procedures

Informal grievances

Employees are encouraged to raise issues informally first, typically with their line manager or supervisor. This approach is suitable for minor grievances and aims to resolve issues quickly without formal procedures. Employers should take informal complaints seriously to prevent escalation. Possible informal outcomes include:

• Delivering a verbal caution to the person responsible for the issue

• An apology from the involved parties

• Immediate rectification of the problem

Formal grievances

When informal resolution is ineffective or the issue is serious, employees should submit a formal written grievance. This initiates a structured procedure that involves an investigation, a grievance hearing, and a formal decision. Formal grievances are necessary for serious or ongoing issues and when the employee prefers a formal approach.

Essential steps to follow to create a fair and lawful grievance policy

Step 1: Grievance letter

The employee submits a detailed grievance letter outlining their complaint and providing any supporting evidence. The employer must acknowledge receipt and explain the next steps, including timelines.

Step 2: Investigation

A thorough investigation is essential to gather all relevant facts. The investigation should be conducted by someone not involved in the complaint, such as an HR representative or an external professional. All findings and communications should be documented.

Step 3: Grievance hearing

The employer schedules a grievance hearing where both the complainant and any witnesses can present their evidence. The hearing should be conducted fairly and objectively, ensuring all parties have the opportunity to be heard. The hearing should follow a structured format:

• Introduction of attendees

• Employee presents their grievance and desired resolution

• Submission of supporting evidence

• Witness statements and questioning

• Summary of evidence

Step 4: Grievance outcome

Based on the investigation and hearing, the employer decides on a fair and reasonable outcome. This could involve disciplinary action against another employee, changes in working conditions, or other appropriate measures. The decision should be consistent with previous similar cases.

Step 5: Grievance outcome letter

The employer must provide a written outcome letter to the employee, detailing the decision, the reasons behind it, and the steps to be taken. The letter should also inform the employee of their right to appeal the decision.

Appeals process

If the employee is dissatisfied with the outcome, they can appeal. The appeal should be submitted in writing, and an appeal hearing should be scheduled promptly. The appeal hearing should ideally be conducted by someone not involved in the original grievance process to ensure impartiality. After the hearing, the employer must provide a written decision and explanation.

Ensure your workplace maintains fairness and compliance with the Acas Code of Practice by using Docue's template grievance policy. Our meticulously crafted template guides you through implementing a structured grievance procedure that aligns with legal standards, ensuring every complaint is handled impartially and effectively.

Maintaining records and communication

Throughout the grievance process, maintaining clear and comprehensive records of all communications, investigations, and decisions is crucial. Regularly updating the employee on the status of their grievance ensures they feel their complaint is taken seriously and maintains a positive working relationship.

Conclusion 

Implementing a lawful grievance procedure involves clear steps and adherence to best practices. By following these guidelines, employers can address workplace issues effectively, ensuring fairness and reducing the risk of legal claims. Ensuring that all employees and managers are trained in these procedures will further support a positive and legally compliant workplace environment.

By adopting Docue's grievance procedure template, you empower your organisation to resolve grievances transparently and professionally, cultivating a positive work environment where employee concerns are addressed promptly and fairly. Take the proactive step towards implementing a robust grievance policy today by using Docue's grievance procedure template.

How can Docue help?

With Docue, you can create a top-quality grievance procedure policy in minutes. The service includes model clauses designed by lawyers to help you draft the documents yourself and tailor them to your company's needs. Docue's grievance procedure policy template also include guidance notes drafted by lawyers to help you through the process.

Want to try Docue? Sign up now!