Grievance Procedure

At HR Buddy, we understand that maintaining a harmonious work environment is essential for the success of your business.

Unresolved workplace grievances can lead to employee dissatisfaction, decreased productivity, and even legal challenges.

That’s why we offer a comprehensive suite of services to guide you through the intricacies of managing grievances effectively.

Our grievance procedure services are designed to ensure fair and impartial resolutions, resulting in a positive and productive working environment for your business.

What is a grievance procedure?

A grievance is a complaint raised by an employee, relating to their employment conditions, treatment, working relationships or alleged breaches of workplace standards.

Some of the following may be considered grievances at work:

Pay and benefits issues
Workplace bullying
Working conditions
Workload issues
Health and safety concerns
Concerns with granting of leave
Employment terms and conditions

In Ireland, a grievance procedure is a structured framework outlined in the Workplace Relations Commission’s Code of Practice on Grievance and Disciplinary Procedures to address and resolve issues or complaints raised by employees in the workplace.

The procedure aims to ensure fairness, transparency and to follow principles of natural justice in handling disputes between employers and employees.

The process typically involves raising the issue with the immediate manager, progressing through various stages involving senior management, HR staff and employee representation, if necessary.

The employee is given the right to respond, be represented and receive a fair and impartial determination of the matter.

The Code emphasises the importance of written procedures, clear communication and periodic review to maintain a positive working atmosphere.

Well-established grievance procedures contribute to fostering a work environment where conflicts are addressed in a manner that respects the rights and concerns of individual employees.

Employers need to write grievance procedures properly to establish clear and transparent guidelines, ensuring that workplace conflicts and grievances are addressed in a fair and consistent manner, promoting a positive work environment and adhering to legal standards outlined in the Code of Practice.

As a legal requirement, employers must provide their employees with a copy of the staff grievance procedure and disciplinary procedure within 28 days of starting employment.

Page Contents

What is a grievance procedure?
What are the grievance procedure steps in Ireland?
How to write a grievance procedure document
Grievance procedure policy template
How we help employers with grievance procedures
Workplace mediation
Contact our team

What are the grievance procedure steps in Ireland?

The steps that employers must follow in a grievance procedure in the workplace are outlined by the WRC’s Code of Practice.

These steps may generally be progressive, but there are some instances where termination or other serious action may be permissible at a sooner stage.

These steps include:

A discussion (informal)
An oral warning (formal)
A written warning (formal)
A final written warning (formal)
Dismissal (formal)

Our structured grievance procedure steps guide both the complainant and the employee concerned through a clear and transparent process.

From the initial complaint to the final decision, we ensure that every stage is fairly examined, that all records are kept and that the issue is resolved satisfactorily.

How to write a grievance procedure document

By following the below template, you can use this as a basis for your workplace grievance procedure.

Some grievances may be managed informally, without the need for formal procedures.

Other grievances will require a formal procedure. These should be carried out by a neutral third party to avoid any bias.

Here are the most important elements of a fair grievance procedure, according to the WRC’s Code of Practice:

Grievances must be examined and processed as part of a fair procedure
Allegations or complaints must be presented to the employee(s) concerned
The employee(s) concerned must be given the right to fully respond to any allegations or complaints
The employee(s) concerned must be given the opportunity to have representation during grievance procedures
The employee(s) concerned must be given a fair and impartial determination of the issues at hand. Consideration should be given for the representations made by the employee/ employee representative and any other relevant factors

Grievance procedure policy template

We strongly recommend that you consult with a HR professional or employment law specialist before creating a grievance procedure for your workplace.

This is to to ensure that your policy meets legal requirements and is appropriate for you business’s needs.

In general, a grievance procedure template will have the following elements:

Introduction to the policy
General principles of the grievance process
An overview of the grievance procedure stages
A detailed explanation of the processes that take place at each stage
Statement on collective grievances
The expected conduct according to the grievance policy
Roles and responsibilities of employees, complainants, decision makers, human resources
Grievance form for employees to submit

The grievance policy for your workplace may vary, and although variations of grievance policies may exist online, HR professionals bring a nuanced understanding of your specific organisational context, industry considerations and legal requirements that may not be adequately addressed in a generic template.

HR professionals can tailor procedures to align with the company’s unique culture, structure, and compliance needs.

Their expertise allows for the incorporation of the latest industry trends, ensuring that grievance procedures are not only legally sound but also reflect current best practices in employee relations.

Our HR experts can provide valuable support about options available to you, including any informal procedure or formal procedures that must be followed.

Moreover, HR professionals can offer personalised advice on handling complex or sensitive cases, considering the human element and maintaining a balance between legal compliance and fostering a positive workplace environment.

Overall, consulting HR professionals adds a layer of customisation and expertise that goes beyond what a standard template can provide, contributing to more effective and tailored grievance management.

How we help employers with grievance procedures

Our expert team is well-versed in establishing formal grievance procedures tailored to the unique needs of your organisation.

These procedures outline a structured process for addressing employee grievances, incorporating best practices and following all relevant Irish employment legislation.

Fair and impartial determination

We prioritise the fair and impartial determination of grievances, ensuring that both the complainant and the alleged perpetrator are given a full and fair opportunity to present their perspectives.

This commitment to natural justice is embedded in our grievance procedures, encouraging consistency and reasonable behaviour throughout the resolution process.

Employee-centred approach:

We understand that each workplace grievance is unique, and we provide an employee-centric approach to grievance resolution.

Whether it’s an alleged discrimination case, issues concerned with the working environment, or interpersonal conflicts, our procedures are flexible and adaptable to address a variety of workplace issues.

Employee representation

To guarantee a fair process, we encourage the involvement of employee representatives when necessary.

Our procedures also integrate with disciplinary processes, ensuring that allegations are fairly investigated and, if proven, appropriate actions are taken.

Appeals

In the event of dissatisfaction with the initial outcome, we provide appeal mechanisms to reassess the grievance. The final decision is reached through a transparent and impartial process, giving all parties confidence in the resolution.

Workplace mediation

In addition to formal routes, our services include workplace mediation, providing a neutral and impartial mediator to facilitate discussions between the parties involved.

This alternative method encourages open communication and often results in the amicable resolution of issues.

Contact our team today

From the early stages of a grievance, our experienced team is here to provide expert guidance.

Whether it’s informal discussions, an appeal meeting, or navigating through an employment tribunal, we ensure that your organisation is well-prepared and represented.

HR Buddy offers a holistic approach, combining expert knowledge, fair practices, and alternative methods to ensure your organisation navigates workplace conflicts successfully.

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