How Can HR Departments Handle Employee Complaints?

Employee complaints

Companies need well-established policies and procedures for responding to employee complaints and grievances. Earnest and thorough responses are essential for creating positive working environments and strong company culture. Here are some things that companies should keep in mind about how their HR personnel handles employees’ complaints.

How Should Companies Provide Employees With Information About Making Complaints?

Employee handbooks are an excellent place to spell out what employees should do if they wish to make a complaint. Employers should evaluate whether their current handbooks adequately address complaints. If companies do not incorporate them into handbooks, they can create separate policies, but they should have employees sign an acknowledgment or a receipt. An Orlando HR solutions provider can assist companies with drafting comprehensive and effective policies about employee complaints and offer guidance on recordkeeping for the issuance of policies.

Why Is Consistent Handling of Complaints So Important?

Consistent treatment is essential for avoiding claims of discrimination. Having policies and procedures about managing complaints can ensure that everyone receives the same treatment type when they make a complaint. In addition to having set policies, compliance monitoring from an Orlando HR solutions provider can offer an impartial perspective about how companies respond to individual complaints.

What Kind of Complaints Does HR Handle?

HR can take an active role in resolving virtually any employee complaint. Here are some examples of issues that an HR department may have to field:

  •       Safety conditions
  •       Harassment
  •       Discrimination
  •       Wage and hour law concerns

What Should Be in Policies?

Policies about complaints and grievances can identify what procedures to use when investigating and documenting employee complaints. In addition, they can identify who employees should direct complaints to. Policies may also appoint a grievance committee that will be responsible for resolving disputes. Lastly, information about the timeframe for responding to a complaint will set expectations about how soon it is necessary to take action and help avoid oversights or unnecessary delays.

What Should HR Do When They Receive a Complaint?

HR personnel’s focus should be to reach a fair and effective solution to a complaint rather than disprove allegations or insulate a company from liability. They need to ask many questions and get all of the relevant information that an employee can share. Perhaps most importantly, they need to make employees feel like they have a chance to be heard and arrive at a solution.

Ensuring that people have some recourse if they feel that something is wrong with their working conditions can proactively prevent costly legal claims that companies may otherwise have to deal with in court. Responding to complaints meaningfully and effectively also helps companies improve their internal procedures and enhance employees’ satisfaction with their job roles.

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