Supporting Employers Through Grievances: Why Outsourcing HR Matters 

If an employee feels the need to raise a grievance, it’s the employer’s responsibility to listen and find a resolution. Yet, many managers aren’t equipped to deal with formal workplace complaints.  

Even trivial issues can escalate into costly legal disputes, which is why investing in a reputable outsourced HR company is a smart choice. In doing so, every workplace grievance you face will be managed in accordance with UK law, as a means to protect your business.  

 

What is a workplace grievance?  

A grievance is a formal complaint made by an employee to their employer. It may be that the employee has raised the issue before, but it wasn’t resolved entirely. Or, they may wish to report a more serious incident (such as sexual harassment) to those in authority.   

By law, every company in any industry should have a structured employee grievance procedure in place. As an employer, it is your responsibility to ensure all of your employees are aware of who to contact and the expected timelines for a response.
 

Types of grievances in the workplace  

Working over legal weekly hours 

It’s illegal for any UK employee to work above 48 hours per week (over 17 weeks of the year) in line with the Working Time Regulations law. However, overtime can be taken on if the employee voluntarily agrees.  

Discrimination  

According to the Equality Act 2010, no employee should be treated differently from their colleagues based on their protected characteristics. Some examples include age, race, disability or sexual orientation. If an employee feels they are being targeted because they’re different from their colleagues, they have the right to file a complaint.  

Bullying and harassment 

According to CIPD, 15% of staff members have experienced workplace bullying in the last few years. And a shocking 24% stated that it’s often swept under the carpet. Behaviours may stem from managers, colleagues, and even clients and can present itself as either verbal or physical abuse. 

Working conditions  

If an employee feels in danger while carrying out their job, they may wish to raise a complaint. Under the Health and Safety (H&S) UK law, employers must take all reasonable steps to prevent health risks within the premises.  

 

Do I have to respond to workplace grievances? 

Companies are legally obligated to acknowledge grievances, as failing to do so could lead the employee to claim constructive dismissal. Responding to grievances isn’t optional. It’s the legal and fair way to handle workplace matters. Failing to do so could leave your company at severe financial and reputational risk. 

 

Can I dismiss an employee over a grievance case? 

Employees can’t be dismissed just because they’ve raised grievances in the workplace. Even if the complaint concerns you personally, it’s still important to process the complaint formally. 

At the end of the day, employees are free to voice concerns over their working conditions without fear of retaliation, as stated by UK Employment Law. 

 

How to resolve grievances in the workplace with HR  

Handling grievances in the workplace can be stressful, especially when you’re unsure of procedure and best practice. This is why working with an HR consultancy, such as Trusted HR, can ease your workload and ensure you follow correct – and legal – grievance processes. 

The following section outlines how HR can assist: 

Create a grievance policy 

An HR consultancy can create a grievance policy on your behalf. This informs employees what to do if they wish to make a formal complaint. Ensuring all information within your policy is up-to-date, legally correct, and aligned with your company’s values is crucial. This is why many organisations outsource policy writing to HR consultancies, because they are experts in understanding employment law. 

Hold a hearing  

You (the employer) must arrange a grievance hearing within 5 days of the complaint being made. Under the Employment Relations Act 1996, each person is entitled to bring someone to support them – this could be a trade union representative or a family member. However, if the employee is unable to attend due to illness or anxiety, an employer should be accepting. 

Most HR advisors will help you prepare for the meeting by providing possible questions and using role play to practice. As the employer, you may also be challenged on how you propose to resolve the situation. 

Investigate 

HR will gather all the relevant verbal and physical evidence to build a strong case. This may involve interviewing all parties involved and any witnesses. Documentation may also be collected as a form of evidence, such as email threads and CCTV footage.  

In some cases, HR experts may also wish to view policies and employment contracts. This gives them a clearer indication as to whether procedures have been broken, which will help construct their case. 

Conflict resolution 

In most cases, issues can be resolved without disciplinary action. Once evidence has been gathered, however, HR professionals advise employers on a resolution. This could involve mediation to resolve misunderstandings. Structural changes to workplace policies may also be introduced. In more severe cases, manager roles may be adjusted to prevent similar issues in future. Your HR expert can be of assistance while deciding the next steps. 

Outcome 

The HR team reviews the information to determine the most reasonable resolution, considering low risks and high risks. In some cases, no further action may be taken. And if so, the affected employee will be informed why this decision has been made. If the employee isn’t satisfied with the result, they’re eligible to appeal. From here, the case will be reviewed to check if procedures were followed lawfully. If you, as the employer, refuse to accept the appeal, it could be escalated to a tribunal. 

Final follow-up  

Once the grievance has been resolved, HR may check in for a follow-up. The employee may be asked if the issue has reoccurred, and if the decided changes have been implemented. This is the chance for the employee to voice any further concerns. 

 

Find out more about workplace grievance procedures 

If you’re concerned about grievance disputes within your organisation, you’ve come to the right place. With over eight decades of industry experience, you can rely on Trusted HR to handle any grievance procedure in the workplace fairly and in line with UK Law.  

We can also train your staff on how to handle grievances and teach them the formal procedure to follow. Get in touch today to find out how we can assist you.