How to run a grievance: A step-by-step guide

Workplace grievances are bread and butter for most union workers, but knowing how to handle them effectively is crucial for maintaining a fair and respectful working environment. Whether you're facing an issue yourself or representing a member, understanding the grievance process can make a significant difference. In this post, we'll walk you through the steps to run a grievance, ensuring that your concerns are heard and addressed appropriately.

Step 1: Understand what constitutes a grievance

A grievance is a formal complaint raised by an employee about an aspect of their work environment. This can include issues such as:

• Unfair treatment: Discrimination, harassment, or bullying by a colleague or manager.
• Workplace conditions: Concerns about health and safety, unreasonable workloads, or inadequate resources.
• Disciplinary actions: Disputes over disciplinary measures or performance evaluations.
• Contractual issues: Problems related to pay, working hours, or contract terms.

Before proceeding, ensure that the issue at hand genuinely warrants a formal grievance. If in doubt, consult your local UWU representative.

Step 2: Attempt informal resolution

Before filing a formal grievance, most employer policies require you to try to resolve the issue informally. This might involve:

• Direct communication: Speaking directly with the person involved, if appropriate, to discuss your concerns and seek a resolution.
• Mediation: Requesting a neutral third party, such as a manager HR or an external person to mediate the discussion.

Many issues can be resolved at this stage without the need for a formal process. However, if informal efforts are unsuccessful or inappropriate due to the severity of the issue, you may need to escalate to a formal grievance.

Step 3: Prepare Your Grievance

If the informal route doesn’t resolve the issue, the next step is to prepare your formal grievance. This involves:

• Gathering evidence: Collect all relevant documentation, such as emails, meeting notes, and witness statements, that support your grievance.
• Writing your grievance statement: Clearly outline your concerns in a formal letter. Include specific details such as dates, times, and names of those involved. Be concise, factual, and avoid emotional language.
• Consult us: Before submitting your grievance, consult with your UWU representative. We will offer guidance, help refine your grievance letter, and ensure that it aligns with your workplace's policies and procedures.

Step 4: Submit the Grievance

Once your grievance letter is prepared, submit it to the appropriate person or department, typically your HR department or direct supervisor. Ensure that you follow your organisation’s specific procedures for filing a grievance, which should be outlined in your employee handbook.

Keep a copy of your grievance statement and any supporting documents for your records.

Step 5: Participate in the grievance meeting

After submitting your grievance, you will likely be invited to a grievance meeting. This is your opportunity to present your case in more detail. During the meeting:

• Stay calm and professional: Approach the meeting with a clear, composed mindset. Stick to the facts and avoid getting emotional.
• Bring representation: You’re legally entitled to bring a union representative with you to any formal meeting. We can provide advice, ensure that the process is fair, ask reasonable questions and summarise your case on your behalf. 
• Be prepared to answer questions: The meeting may involve questions from the panel or the person you’ve raised the grievance against. Answer these as clearly and honestly as possible.

Step 6: Await the outcome

Following the grievance meeting, your employer will reach a decision. This may take some time, depending on the complexity of the issue. The outcome will be communicated to you in writing and may include actions such as:

• Resolution in your favour: The grievance is upheld, and corrective actions are taken, such as disciplinary action against a colleague, changes to workplace conditions, or amendments to your contract.
• Partial resolution: Some of your concerns are addressed, but not all.
• Grievance not upheld: Your employer does not find sufficient evidence to support your grievance.

If the outcome is not in your favour or you believe it to be unfair, you have the right to appeal the decision.

Step 7: Appeal if necessary

If you’re unsatisfied with the grievance outcome, you can submit an appeal. This process typically mirrors the original grievance process, where you will outline the reasons for your appeal and any additional evidence you wish to present.

Again, involve your UWU representative in this process to ensure your appeal is handled properly.

Step 8: Consider further action

If your grievance and subsequent appeal do not resolve the issue, you may need to consider further action. This could involve:

• External mediation: Seeking the assistance of an external mediator to resolve the issue.
• Legal action: In some cases, you may have grounds for legal action, especially if your grievance relates to discrimination or unfair dismissal.

We can provide advice on the best course of action based on the specifics of your case.

Key points

Running a grievance can be a daunting process, but it’s an important way to ensure that workplace issues are addressed fairly. By following these steps and involving the UWU for support, you can navigate the grievance process with confidence. Remember, you have the right to a fair and safe working environment, and your union is here to help you uphold that right.