In a professional set up, every employee is accountable for their performance and each employer is responsible for smooth functioning of the organization. However, a professional or personal discord pertaining to corporate laws, assessments or roles and responsibilities, is likely to arise at some point, which may result in dissatisfaction of the employees. Employers must attempt to address and alleviate such issues to the best of their ability in order to minimise discontentment and maximise productivity. 

In such a scenario, if an employee’s concerns are not addressed by the management, then it may result in grievances. Thus, grievances arise when there are gaps in what the employee expects and what the employer provides, be it in terms of work safety, adequate compensation, proper job preview, so on and so forth. Regardless of whether they are justified or not, grievances can hamper motivation, employee performance and affect the work atmosphere. Additionally, if left unchecked they can cause legal or organizational disputes in the long run. Therefore, employee grievances need to be handled effectively in order to enhance overall organizational productivity. Read through this six step process to understand how to systematically handle employee grievances in an organisation–

Identify grievances 

Timely identification of the source of grievance is the first step in handling the problem. As a preventive measure, necessary training should be imparted to the management to ensure that grievances and concerns are handled effectively. Additionally, open communication and successful mitigation of the problem can help boost the relationship between the employer and employee, and consequently increase productivity.

Address the issue

Acknowledging an employee’s concern is a sure shot way of assuring the employees that their problems matter and are of importance to the overall welfare of the company. Such processes imply that the management not only cares about the employee’s happiness but also is keen on resolving his/her troubles in an impartial manner. Additionally, it boosts the employee’s motivation to contribute positively towards the organization, in the long run. 

Assemble facts

The third step involves obtaining correct facts and details about the issue. Gathering information and insights about the case will allow for clear and informed decision-making. Efficient maintenance and management of these records will aid in grievance redressal at a later stage.

Investigate evidence

Based on the facts and details obtained, the management must examine, inspect and analyze its pertinence to the grievance at hand. The investigation of the grievance requires the management’s undivided attention, in order to assess possible outcomes and arrive at a decision beneficial to both the parties involved. 

Analyse. Decide. Act

Post investigation, a thorough analysis of the case must be conducted. The management has the power to adopt multiple courses to assuage the employee’s grievances and assure smooth functioning in the future. In some cases, a review committee or management panel is instituted, to analyze the company’s policies and employee’s claims, thoroughly. 

The final step involves efficient execution of the finalized decision. Keeping in mind the well-being of the employee and the welfare of the company, the management must take necessary measures to ensure that the grievance put forth by the employee is resolved satisfactorily.

In addition to the process elucidated above, necessary remedial actions should be undertaken to avoid recurrence of the particular grievance. Dissatisfied employees are generally not engaged and therefore not their productive best. However, by solving complaints and reducing dissatisfaction, it is possible to motivate employees and harness their maximum potential.