What to Do When an Employee Files a Grievance: A Step-by-Step Guide

Employee grievances are an inevitable part of labour relations, but handling them properly can prevent escalation and maintain workplace harmony. Here’s a structured approach to managing grievances effectively:

1. Acknowledge the Grievance Promptly

Timely acknowledgment signals to the employee and their union (if applicable) that their concerns are being taken seriously.

2. Review the Collective Agreement or Company Policy

If the employee is unionized, the collective bargaining agreement (CBA) will outline the grievance process. For non-union workplaces, refer to internal policies to ensure compliance.

3. Investigate the Complaint Objectively

Gather relevant facts by interviewing the parties involved and reviewing any supporting documentation. Maintain neutrality to ensure fairness.

4. Engage in Good Faith Discussions

Attempt to resolve the grievance through open communication. If a resolution isn’t reached at an early stage, follow the formal steps outlined in the CBA or company policy.

5. Provide a Clear and Timely Response

Respond with a well-documented decision, explaining the rationale and next steps. If the grievance proceeds to arbitration, ensure your documentation supports your position.

A proactive and structured approach to grievances reduces workplace disruptions and strengthens employer-employee relations.

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