Suggested Grievance handling procedure:

REGISTRATION MECHANISM:

AGGRIEVED PERSON

Or can direct
Or can file
He can meet meet grievance Or can use
grievance
his supervisor committee HR BLOG
through gripe
& can file his members/open SYSTEM to
box/complain
grievance door policy file his
box
grievance

REGISTRATION OF
GRIEVANCE
FEDRASSAL MECHANISM:

Collection of Grievance

Small problems must be solved out

immediately at the time of registration

Problems came through the gripe box and big

problems need time to take action so that these
grievances made available to the grievance
committee.

All these functions is done

Acceptance of Grievance
By Grievance Committee

Problem identification

Getting facts

Causal analysis of the grievance

Taking decision

Implementation & follow up

HR BLOG SYSTEM:

HR has developed an ONLINE HR HELPDESK CUM ANALYSIS SYSTEM which can be used by the
employees to register their queries/problem/analysis online.

This system has been initiated in a view to solve the problem within a designed time period and get back to
the employees with a solution in a more standard way.

Queries that can be raised through this system are:

1) Employees details

2) Employee/manager self service

3) Grievance

4) Leaves/attendance

5) Payroll/salary

6) Training

7) Guesthouse

8) Other employee related issues

Formal Grievance Form:

Gripe boxes: A gripe box may be kept at prominent locations in the factory for lodging
anonymous
complaints pertaining to any aspect relating to work. Since the complaint need
not reveal his
identity, he can express his feelings of injustice or discontent frankly and
without any fear of
victimization.

Trained Supervisor:
Proper training should be given to the supervisors for handling the grievances so that small
problems can be sorted out at their level. Authority should be given to the supervisor so that they
can take immediate decision.

Open Door Policy: You can direct contact top level management.

The feeling of discontent among the employees requires immediate attention of the
management. The managerial approach of dealing with employee’s grievances can be stated as
follows:
Immediacy of action: - The grievance of employees must be recognized and solved
immediately. The first line supervisors must be trained to handle grievances in an effective
manner. If the grievance is settled immediately, the possible effect of it on the performance of
the employees can be minimized.

Acceptance of grievance: - A grievance when expressed must be taken as a genuine feeling of

an employee. Acceptance sends across a message depicting the willingness of the supervisor to
look into the matter.

Problem Identification: - The complaint made by an aggrieved employee usually has

emotional overtones and may therefore be a vague exaggerated statement of the problem. The
supervisor needs to listen to the complain carefully and help in identifying the real problems.

Getting the facts: - It is necessary for the supervisor to collect relevant and adequate facts
relating to the nature of the grievance. A record of these facts should maintain and utilized when
needed.

Causal analysis of the grievance: - An effort should be made to identify the real causes,
after ascertaining the facts, leading to the grievance. A deeper analysis of the entire matter is
required.

Taking decisions: - The impact of various causes on the nature of grievance needs to be
evaluated with a view to generating alternative courses of action and an appropriate decision
needs to be taken.

Implementation and follow-up: -The respective decision whether favorable or unfavorable to

the employee concerned, must be immediately communicated and implemented and should also
be followed-up.
CONSTITUTION OF GRIEVANCE COMMITTEE:

1) In the case of recognized union the

committee should consist of two
representatives of management plus a
union representative and the union
departmental representative of the
department in which the workers
concerned work.

2) In the case of non-recognized union or absence of union but there is a works committee the
committee should be formed with two representatives of management plus the representatives
of the department of the workers concerned on the works committee plus either the secretary or
vice-president of the works committee (this is in case the secretary of the works committee is
also the workers’ departmental representative).