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Employee Grievance Procedure

Employee Grievance Procedure – Mechanism of Employee Grievance Handling | Human Resource Management (HRM)

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Employee Grievance Procedure

Employee Grievance handling mechanisms, also called grievance procedures, are formal processes used by organizations to resolve employee complaints and grievances. Employee relations depend on the grievance procedure because it enables employees to raise their concerns and complaints in a structured manner so that management can address them in a timely and effective way.

A grievance is typically handled by two parties: the employee who raised the complaint and the management team responsible for resolving it.

In grievance handling, several key elements are involved, including:

i. Formal Process:

It is a formal method of handling grievances that provide employees with a structured framework to express their grievances and to be addressed by management. As part of the formal grievance process, employees follow a set of steps in order to file a grievance, as well as guidelines or policies that govern the grievance process.

ii. Confidentiality:

It is important to maintain the confidentiality of grievances. Employees who file complaints should be assured that their complaints will be handled with discretion and that their identities will not be divulged without their consent. A sense of confidentiality builds trust between employees and management, which makes it easier for them to express their concerns without fear of retaliation.

iii. Impartiality:

An important aspect of grievance handling is impartiality. The grievance procedure should be fair and unbiased, and management must not show favoritism towards any particular employee. It is important to ensure that all employees are treated fairly and that their complaints are addressed consistently and equally through an impartial process.

iv. Timeliness:

Grievances should be handled timely to ensure success. In order to resolve issues in a timely manner, the grievance procedure should be initiated as soon as possible after the complaint is raised. It may lead to frustration and resentment among employees if grievances are not addressed promptly, which may lead to the issue escalating further.

v. Follow up:

Following up with employees after a grievance has been filed is a crucial part of grievance handling. Management should follow up with employees to ensure that the issue has been resolved satisfactorily. As a result, employees and management can develop a sense of trust, which demonstrates management’s commitment to resolving employee concerns.

An open-door policy and a step ladder procedure are the two main mechanisms for handling employee grievances. They are explained below:

A) Open Door Policy:

Open-door policies are non-formal ways of dealing with employee grievances. Employees are encouraged to talk directly with their supervisors or managers about their concerns or complaints. Employees and management should be able to communicate openly and build trust with each other through this policy.

An open-door policy allows employees to speak with their supervisor or manager at any time. In addition to providing guidance or support to assist the employee in resolving the issue themselves, the supervisor or manager may attempt to resolve it through discussion, negotiation, or mediation.

When used in conjunction with a formal grievance procedure, the open door policy can help to resolve issues quickly and efficiently, without the need for a formal grievance procedure.

Advantages of Open Door Policy

There are several advantages to an open-door policy. Some of them are as follows:

i. An open-door policy encourages employees and management to communicate openly, which can help build trust and improve working relationships.
ii. Employees can address their concerns quickly with the open door policy, which can help resolve issues before they become more serious.
iii. This is a cost-effective way to address employee concerns, as it is a non-formal way of handling grievances.
iv. It can help to promote employee engagement by demonstrating a commitment to addressing employee concerns and promoting a positive work environment.

Disadvantages of the Open Door Policy

There are, however, some disadvantages to the open-door policy. Some of them are as follows:

i. It is possible for supervisors to handle complaints differently because the open door policy is a non-formal means of resolving grievances. This can lead to confusion and inconsistency.
ii. In the absence of a formal structure, the open-door policy can make dealing with grievances difficult.
iii. Employees may be discouraged from raising certain types of complaints due to the lack of confidentiality offered by the open door policy.

B) Step Ladder Procedure

As a formal means of resolving employee grievances, the step ladder procedure is used. A complaint or grievance can be filed under this procedure by following a set of steps, each of which provides a structured and formal way to resolve it. The steps typically include:

i. Verbal Complaints: When an employee has a verbal complaint, they are encouraged to talk to their immediate supervisor about the problem. The supervisor will try to resolve the problem through discussion and negotiation.

ii. Written Complaint: A written complaint can be submitted to a supervisor or manager if the issue has not been resolved. The complaint should outline the nature of the issue as well as any attempts at resolving it.

iii. Approaching the Grievance Committee: Employees can escalate their complaints to a grievance committee if they are not satisfied with the outcome. A grievance committee may review the complaint and may conduct an investigation.

iv. Approaching Company HR Officer: In the event that the grievance committee remains unable to resolve the issue, the employee may have to approach company human resources (HR) for further consideration and investigation.

v. Arbitration: The final step may be arbitration if the issue remains unresolved. This involves appointing an impartial third party to hear the case.

Advantages of the Step Ladder Procedure

There are several advantages to using a step ladder. Some of them are as follows:

i. Step ladder procedures provide a formal structure for resolving grievances, ensuring that all complaints are handled consistently and fairly.
ii. It provides opportunities for each step of the step ladder procedure to be reviewed by an impartial third party, ensuring impartiality.
iii. Step ladder procedures provide a greater level of confidentiality than open door policies, which can encourage employees to raise sensitive issues.
iv. It helps to ensure that issues are addressed in a timely manner when the step ladder procedure provides a clear timeline for resolving grievances.

Disadvantages of the Step Ladder Procedure

Although step ladders have some advantages, they also have some disadvantages. Some of them are as follows:

i. Employees can be frustrated by the time-consuming step ladder procedure since it can take several weeks or months to resolve.
ii. Step ladder procedures can be expensive, especially if arbitration is required.
iii. Step ladder procedures may focus on addressing the employee’s specific grievance, but they might not address underlying issues that may be contributing to the situation.

As a result, grievance handling is an important part of employee relations, and it provides a formal way of addressing employee concerns and complaints. Grievances are handled by two common mechanisms: the open door policy and the step ladder procedure. Both have their advantages and disadvantages.\

It can promote employee engagement and cost-effectiveness but may lack consistency and confidentiality as an informal means of addressing employee grievances. It can be time-consuming, costly, and may not address the underlying issues if the step ladder procedure is used.

Although it has a clear structure and impartiality, it can also be time-consuming and expensive. As a whole, a successful grievance process requires effective communication, prompt action, and a commitment to addressing employee concerns fairly and consistently. Organizations can improve employee morale and job satisfaction, as well as their overall performance and success, by implementing an effective grievance-handling mechanism.

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