How and Why to Create an Employee Grievance Policy
How and Why to Create an Employee Grievance Policy

How and Why to Create an Employee Grievance Policy

Regardless of size or industry, every company will eventually have its share of disputes and disagreements among its employees. These conflicts tend to lead to problems for your business – from unmotivated workers all the way to negative publicity or even employee lawsuits.

The Role of Human Resources

HR should work closely with management to ensure a formal grievance procedure and policy is in place. Having a formal process gives your employees a practical, efficient way to express their concerns. This enables you to get in front of any problems quickly, so they don’t turn into a bigger issue for your company. Keep in mind, when you address grievances, employees feel respected which is important for engaging and retaining your workforce.

How to Create an Employee Grievance Policy

The main purpose of a grievance policy is to give your employees an easy way to bring up troubling or potentially sensitive issues with their managers about their work environment or interpersonal relationships with others at the company. Including your grievance policy in the employee handbook is another important step so your employees know exactly what to do when they run into an issue. It also lets new hires know during the onboarding process that you care how employees feel and that you take employee concerns seriously.

Your policy should cover everything from minor issues, such as employee disagreements or annoyances (like the guy who clips his fingernails at his desk). But it should also apply to more weighty problems, such as bullying, sexual harassment or managerial abuse.

In addition, you should have all your employees sign an acknowledgement indicating they’ve received and read the policy. And always keep a copy on file. Together, these documents can help your company defend itself should an employee file a lawsuit or state or federal complaint.

How to Create a Grievance Protocol

Having a policy in place is the first step to creating a formal grievance program to support your employees. Next you need to build out the actual protocol someone would follow in the event they need to file a grievance.

Your protocol should include:

  • A timeframe for making the complaint (typically five business days)
  • Who the employee should contact first (ex. their immediate manager) about their grievance and how they should be contacted (in person or in writing via a grievance form)
  • Who the employee should contact if the initial point of contact is the person their grievance is related to
  • What will take place if the problem cannot be resolved between the parties (ex. escalation to HR, legal department, vice president, etc.)
  • How to appeal the decision

How Paycor Helps

Paycor helps business leaders recruit, manage, develop, pay, train and retain their employees. Perform HR is our comprehensive people management solution that takes the burden off you and makes it easier to connect to your people. Your everyday processes become simplified, allowing organizations to focus on their most important work. To learn more, explore Paycor’s human resource management software.

Access your free employee grievance template below.

More to Discover

Leave of Absence Policy and Acceptance Letter Template

Leave of Absence Policy and Acceptance Letter Template

Every business needs a leave of absence policy that clearly lays out how employees can apply for time away from work, and what the terms of this leave will be. There are many reasons an employee may require a leave of absence from work and while employers usually have the right to reject a request, it’s almost always the right call to allow employees to take leave.The distress and uncertainty caused by COVID-19 has only made it more important that businesses take an understanding approach to employee welfare, even if they are not eligible for FMLA leave. Whatever the reason an employee needs some time away from work, it’s important that, when accepting such a request, employers lay out exactly what it means for an employee’s status in...

Webinar: Post COVID-19: Reimagining the Future of Work

Webinar: Post COVID-19: Reimagining the Future of Work

Join us for a special roundtable discussion on what the future holds for HR leaders post COVID-19 featuring HR experts Jennifer McClure, Jon Thurmond, Wendy Dailey and Joey Price. They will discuss a variety of topics including how to navigate this new normal, new challenges facing HR leaders, personal experiences on motivating employees and keeping engagement strong and much more.

Webinar: How to Tackle HR with a Team of One

Webinar: How to Tackle HR with a Team of One

The way business leaders manage HR at their organization now can cripple or jumpstart long-term growth for their business. Watch now to discover tips and tricks on managing compliance, recruiting, performance management, training and HR technology. Register now! Speaker: Lori Kleiman Lori Kleiman is a business expert with more than 25 years of experience advising companies on HR issues. Her background as a human resources professional and consultant gives her unique insight on how HR professionals and executives can work together effectively to achieve business goals. Her programs are designed to provide critical HR updates and best practices to small businesses.

Why HR Technology Matters Now More than Ever

Why HR Technology Matters Now More than Ever

When a crisis hits, the right HR technology gives business leaders the data, tools and support they need to make important decisions quickly. In this report, Josh Bersin breaks down the four key benefits of HR technology and demonstrates through case studies how leaders can leverage it to solve problems and grow.