Handling grievances over summer holiday rotas

To avoid grievances over holiday rotas, employers should set clear expectations with staff surrounding holiday cover, time off around the holidays and any additional over-time needed to support the business. However, if a grievance does arise, how can you ensure it is handled with care?

Review your grievance policy

Before taking any action, revisit your company’s grievance policy to ensure that all procedures are clear and compliant with current employment law. This policy should outline how grievances are managed and set expectations for both management and employees, including timeframes and procedures for handling complaints. A clear understanding of the policy helps ensure that the grievance is handled consistently, fairly, and legally.

Investigate the grievance

Conduct a thorough investigation into the grievance raised. This may involve speaking with the employee to understand the specific issues regarding the holiday rota and gathering relevant documents, such as the schedule, emails, or any prior communication on holiday coverage. The meeting with the employee should be held without unreasonable delay and ideally within 5 working days of a formal grievance being raised. It is good practice to allow an employee to have the right to be accompanied in the meeting by a colleague or trade union representative. If necessary, consult with other employees or managers involved. The aim is to obtain a clear picture of the situation and identify any potential oversights or misunderstandings. It would be sensible to keep a written record of the investigation process and any meetings.

Take action

Based on the findings from the investigation, determine the most appropriate course of action. This might involve adjusting the rota, providing additional clarification around holiday policies, or addressing any misunderstandings that may have contributed to the grievance. If changes to the schedule are required, aim to balance business needs with employees’ rights and preferences wherever possible. Document all actions taken to ensure accountability and transparency.

Inform the employee

Once a decision has been made, inform the employee of the outcome promptly and in a clear, respectful manner. The employee should also be given the right to appeal the outcome. Explain the steps taken during the investigation, the actions implemented, and any adjustments to be made moving forward. Reiterate your commitment to fair treatment and encourage open communication to prevent similar issues in the future. This final step reinforces trust and demonstrates that employee concerns are taken seriously, fostering a positive working environment even during busy times.

Should you require any further assistance with handling grievances or reviewing your policies, then do not hesitate to contact a member of our team today who will gladly assist you.