How can HR handle employee complaints

  • Created Date04 Mar, 2018
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Every employer wants that people should be happy at their workplace and should feel good about coming to an office daily. In spite of all your efforts employees might have few complaints which they might feel like sharing with an HR manager or the management. Dealing with employee’s grievance is the toughest part of being an HR manager. An employee complains can be of many kinds, like, a gap in the company’s policy, an error done by a colleague, payroll dispute and many others. Most of the great companies prefer to have a separate team or committee exclusively to handle the employee grievances if required. There should be a defined workflow and hierarchy to handle the situation, trying to seek it out at the immediate level of reporting. Let us look into some of the best ways to address employee’s grievances and manage their outcomes.

1.Establishing a proper System-The first and a foremost process is to set up a process where people can lodge complains and they know where to approach exactly when a complaint has to be made. You can either place a form in the employee’s policy which people can fill and mark to the team leader or the manager or they can place a box at the known place where people can actually put what they want the management to know. A confidential way to submit employee complaints should be brought into place so that people do not really hesitate in what they really want to say. Once you receive a complaint from any of the employees, a proper timeline should be set to address the complaint else people will lose trust in the process.

2. Categorising complaints in proper manner-Prioritizing complaints is really important. Dealing will all things at the same time will lead to no solution. In case if any complaint does not require much time to resolve like some seating arrangement or so it should be done immediately. If employees require some change in HR policy and that requires a lot of brainstorming amongst the management it should be given a timeline and should be taken care of proper steps.

3.Addressing the Complaints received-Once you have finished prioritizing the complaints you should order them on the basis of significance.Acknowledge the complaint so that people feel that they are heard and then try to investigate the issue and gather data related to it. Once you have all information in hand decide upon a solution to be offered. Then act upon the same and let the employee know about the solutions you have thought off. Sometimes a lot of delay in addressing the issues leads to disappointment in the employees.

4. Reviewing the outcomes-Once you are done with the complete process you should then look for the impact it left on the employees of the company. If the issue that was being raised was not confidential you can in person ask the person about the consequences of providing him with the solution. Even if outcome requires a little more adjustments don’t be afraid of doing so.

Thus, dealing with employees grievances in a proper manner can solve a lot of issues that employees must be facing at the workplace which might be affecting their productivity. Psychologically also, listening to your people and providing them proper solutions can make people feel good about their workplace. Some employers try to avoid such situations as it may incur some cost or time. But ignoring employees grievances might not be a good idea at all. This process might expose you to some real serious issues that might be going in the company under your nose. After all, as an HR manager, you’re tasked to deliver the necessary repairs and reinforcements.