Before an employee issue arises, ensuring that your company has solid policies and procedures for handling grievances is essential. Below are some tips for conducting an effective grievance meeting:
- Use a meeting space that can accommodate both parties
- Decide who on the management team will lead the session (usually HR, but may also be labor relations or a department manager)
- Make sure relevant managers with knowledge of the issue are present
- If a discipline grievance involves a terminated employee, address any security concerns for them to be present
- When appropriate, state the company position, refer to any relevant documents, policies, or statements, and explain why the discipline is proper or the union’s contract interpretation is incorrect
- If the union or other participants become agitated or “lash out” in any way, request a brief recess and reconvene the meeting when things have calmed down. Although rare, it may be necessary to “pause” a session more than one time
- If a discipline case and the employee is present, allow them to make a statement if they so choose
- Keep in mind the union must defend employees against discipline even though the facts and evidence against the employee are vital – respect that right
- In rules interpretation cases, there are often misunderstandings about the intent or practice of specific language, and the grievance meeting is an excellent opportunity to try to understand the conflict – it may lead to clarification and a grievance withdrawal
- In addition to disciplinary settlements previously discussed, the parties may agree to resolve a rules interpretation case on a non-precedential basis (i.e., a “one-time” settlement)