{"id":18285,"date":"2019-07-02T13:17:46","date_gmt":"2019-07-02T13:17:46","guid":{"rendered":"https:\/\/www.process.st\/templates\/employee-complaint-procedure\/"},"modified":"2024-02-28T23:14:23","modified_gmt":"2024-02-28T23:14:23","slug":"employee-complaint-procedure","status":"publish","type":"post","link":"https:\/\/www.process.st\/templates\/employee-complaint-procedure\/","title":{"rendered":"Employee Complaint Procedure"},"content":{"rendered":"<section id=\"introduction\">\n<h2>Introduction:<\/h2>\n<div class=\"image-content\">\n<figure>\n   <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/pd2kREc2ICNci4a6PAdFZQ.png\" alt=\"Introduction:\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/pd2kREc2ICNci4a6PAdFZQ.png\"> <\/a><br \/>\n  <\/figure>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>As a company scales, its workforce grows. This is usually positive. However, there's also a&nbsp;<strong>higher chance for negative interactions<\/strong>&nbsp;to occur due to the&nbsp;<strong>increase in staff<\/strong>&nbsp;number.<\/p>\n<p>With this in mind, what\u2019s one of the best ways to <strong>tackle<\/strong> any potential <strong>workplace negativity<\/strong> head-on?<\/p>\n<p>With an <strong>employee complaint procedure<\/strong>.<\/p>\n<p>This particularly procedure starts with the complainant lodging their complaint, adding information regarding who was involved and when it happened.&nbsp;<\/p>\n<p>The HR team will then be assigned (by the complainant) to the rest of the tasks in the procedure, which provide steps on dealing with and resolving the issue(s).<\/p>\n<p>Worryingly, only <a href=\"https:\/\/www.hracuity.com\/blog\/18-surprising-employee-relations-statistics\" rel=\"nofollow noopener\" target=\"_blank\">58.9% of organizations<\/a> track employee relation matters. Make sure your company <strong>takes its employees' concerns seriously<\/strong> by following this procedure.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"adding-basic-details\">\n<h2>Adding basic details:<\/h2>\n<div class=\"text-content\">\n<p class=\"style-info\">This following short section ensures that your <strong>basic details<\/strong> are added for the HR team.<\/p>\n<p class=\"style-info\">Ensure <strong>stop tasks<\/strong> are applied to the two next tasks - in addition to other crucial tasks where information is required - so they aren't skipped over. Learn more about stop tasks via the video below.<\/p>\n<\/p><\/div>\n<div class=\"video-content\">\n<div class=\"iframe-container\">\n   <iframe src=\"https:\/\/www.youtube.com\/embed\/n5gIPONOF5s?modestbranding=1&amp;showinfo=0\" frameborder=\"0\" allowfullscreen=\"true\"> <\/iframe>\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"add-personal-information\">\n<h2>Add personal information<\/h2>\n<div class=\"text-content\">\n<p><strong>Add relevant personal information in the name, email, department, and job title fields underneath. <\/strong><\/p>\n<p>So that the incident can be recognized and resolved, a small amount of <strong>information<\/strong> regarding who you are is <strong>required<\/strong>.<\/p>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Your name <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Your department <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Your job title <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"registering-the-complaint\">\n<h2>Registering the complaint:<\/h2>\n<div class=\"text-content\">\n<p class=\"style-info\">The next section will guide you through the process of <strong>registering the complaint<\/strong>.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"name-the-personpeople-involved\">\n<h2>Name the person\/people involved<\/h2>\n<div class=\"text-content\">\n<p><strong>Name the person or people involved with the incident. <\/strong><strong><\/strong><\/p>\n<p>In order to establish who is involved with the incident, <strong>name<\/strong> the person or people <strong>who you\u2019re filing a complaint against<\/strong>.<\/p>\n<p>If you <strong>don\u2019t know<\/strong> their <strong>name<\/strong>(s) or the department(s) they work in, <strong>use<\/strong> the <strong>description box<\/strong> (the last form field) provided to give information on their appearance or any other relevant details.<\/p>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> First person involved <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> First person's department <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Second person involved <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Second person's department <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Third person involved <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Third person's department <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<hr>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Describe person\/people involved <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<div class=\"image-content\">\n<figure>\n   <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/vkM5OZ0n_frjua3UrR5Ajg.jpeg\" alt=\"Name the person\/people involved\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/vkM5OZ0n_frjua3UrR5Ajg.jpeg\"> <\/a><br \/>\n  <\/figure>\n<\/p><\/div>\n<div class=\"text-content\">\n<p style=\"text-align: center;\"><a href=\"https:\/\/unsplash.com\/photos\/ABGaVhJxwDQ\" rel=\"nofollow noopener\" target=\"_blank\">Source<\/a><\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"select-the-type-of-issue\">\n<h2>Select the type of issue<\/h2>\n<div class=\"text-content\">\n<p><strong>Select an issue from the list below which most aligns with the incident that\u2019s happened or is happening.<\/strong><strong><\/strong><\/p>\n<p>Defining the issue will help the HR team take the necessary action as swiftly as possible. <\/p>\n<p>The <strong>dropdown<\/strong> below is <strong>multi-choice.&nbsp;<\/strong>If the incident has multiple elements (e.g. religious-related discrimination and inappropriate gesturing), choose more than one option. <strong>If<\/strong> the options <strong>don't cover<\/strong> the incident's type, <strong>use the text box<\/strong> to describe what kind of issue it is.<\/p>\n<\/p><\/div>\n<div class=\"multi-choice-content form-field-content\">\n<div class=\"form-group\">\n   <label> Incident type <\/label><br \/>\n   <select disabled class=\"form-control\"><option value=\"\">Multiple options can be selected from this list<\/option><\/select>\n  <\/div>\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Microaggressions\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Name calling\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       3\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Inappropriate comment\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       4\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Inappropriate gesture\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       5\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Inappropriate touching\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       6\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Sexual harassment\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       7\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Act(s) of racism\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       8\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Act(s) of sexism\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       9\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Act(s) of homophobia\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       10\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Act(s) of transphobia\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       11\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Act(s) of misogyny\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       12\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Act(s) of ageism\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       13\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Religious-related discrimination\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       14\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Other\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> If other, please define <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"discuss-the-issue-in-detail\">\n<h2>Discuss the issue in detail<\/h2>\n<div class=\"text-content\">\n<p><strong>Discuss the issue further by explaining what happened, where it happened, and when.<\/p>\n<p><\/strong>Now that the incident has been defined in the previous task, it\u2019s time to <strong>expand on<\/strong> the <strong>incident<\/strong> itself.<\/p>\n<p>Although the incident in question may be difficult to think about, try to explain what happened in as much detail as possible. Doing so will give the HR team information on exactly what happened, helping them to take the appropriate course of action.<\/p>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> What happened <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Where it happened <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<div class=\"date-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> When it happened <\/label> <\/p>\n<div class=\"date-container\">\n    <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"image-content\">\n<figure>\n   <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/iTJkP1kg-LlRgvzAlr9LEQ.jpeg\" alt=\"Discuss the issue in detail\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/iTJkP1kg-LlRgvzAlr9LEQ.jpeg\"> <\/a><br \/>\n  <\/figure>\n<\/p><\/div>\n<div class=\"text-content\">\n<p style=\"text-align: center;\"><a href=\"https:\/\/unsplash.com\/photos\/mfB1B1s4sMc\" rel=\"nofollow noopener\" target=\"_blank\">Source<\/a><\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"write-down-supporting-information\">\n<h2>Write down supporting information<\/h2>\n<div class=\"text-content\">\n<p><strong>Write down any additional information you think will help the HR team in the text box.<\/strong><span><\/span><\/p>\n<p>By completing the previous steps, the incident should now be thoroughly identified. However, if there are <strong>additional comments<\/strong> you would like to make, do so now by <strong>writing them<\/strong> in the text box.<\/p>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Additional information <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"reviewing-the-complaint\">\n<h2>Reviewing the complaint:<\/h2>\n<div class=\"text-content\">\n<p class=\"style-info\">The incident has now been <strong>lodged<\/strong>. A member of the HR team should complete the next sections in this employee complaint procedure to ensure it is <strong>handled<\/strong> and <strong>dealt<\/strong> with correctly.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"assign-hr-to-handle-the-complaint\">\n<h2>Assign HR to handle the complaint<\/h2>\n<div class=\"text-content\">\n<p><strong>Type in the HR team's email to assign the HR team to review the complaint.<\/strong><\/p>\n<p><span><\/span>The complaint has now been logged. <strong>Type in&nbsp;<\/strong>the HR team's general <strong>email address<\/strong>&nbsp;so that they can&nbsp;review the complaint. By entering the email address, the HR team is automatically assigned to the next tasks via<a href=\"https:\/\/www.process.st\/help\/docs\/role-assignments\/\" rel=\"nofollow noopener\" target=\"_blank\"> role assignments<\/a>.<\/p>\n<p class=\"style-danger\"><a href=\"https:\/\/www.process.st\/help\/docs\/role-assignments\/\" rel=\"nofollow noopener\" target=\"_blank\">Role assignments<\/a> is a Business Pro-only feature.<\/p>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>After entering the HR team email,&nbsp;close this checklist.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"ensure-hr-staff-take-over\">\n<h2>Ensure HR staff take over<\/h2>\n<div class=\"text-content\">\n<p><strong>Ensure HR takes over the procedure from this point by confirming your name via the text box.<\/strong><\/p>\n<p>The following steps in the procedure can only be completed by HR staff. If you're a member of the HR team, add your name to the text box below.<\/p>\n<p>If you're not a member of the HR team, close this checklist.<\/p>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Human resources employee name <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p class=\"style-info\">Remind yourself of HR best practices by reading this list of 12 <a href=\"https:\/\/www.process.st\/hr-management-tips\/\" rel=\"nofollow noopener\" target=\"_blank\">HR management tips<\/a>.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"send-an-acknowledgment-message\">\n<h2>Send an acknowledgment message<\/h2>\n<div class=\"text-content\">\n<p><strong>Send an acknowledgment message to the person who lodged the complaint. <\/strong><\/p>\n<p><strong>Send<\/strong> them an acknowledgment <strong>message<\/strong> to let them know their <strong>complaint has been read<\/strong> and the HR team is processing it.&nbsp;<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"consider-notifying-employees-manager\">\n<h2>Consider notifying employee's manager<\/h2>\n<div class=\"text-content\">\n<p><strong>Consider notifying employee\u2019s manager so that they\u2019re aware of the situation.<\/strong><strong><\/strong><\/p>\n<p><strong>Informing a manager<\/strong>&nbsp;about the incident could<strong> ensure<\/strong> that any further negative actions don\u2019t take place, as they could <strong>intervene<\/strong>.<\/p>\n<\/p><\/div>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Should a manager be informed? <\/label><br \/>\n   <select disabled class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select>\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"invite-other-personpeople-to-a-conversation\">\n<h2>Invite other person\/people to a conversation<\/h2>\n<div class=\"text-content\">\n<p><strong>Invite the other party to a conversation about the allegation.<\/strong><\/p>\n<p>It\u2019s important to hear the other person\u2019s side of the story. <strong>Having<\/strong>&nbsp;a <strong>face-to-face discussion<\/strong> is the best way to converse with the person or party in question, as opposed to over the phone, for instance.<\/p>\n<p>In the email inviting them to discuss, make sure to <strong>tell them<\/strong> what the <strong>accusation<\/strong> consists of. Edit the text yourself to confirm that it's correct.<\/p>\n<\/p><\/div>\n<div class=\"image-content\">\n<figure>\n   <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/uIVTtrlIUh-LoOIguLpPcw.jpeg\" alt=\"Invite other person\/people to a conversation\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/uIVTtrlIUh-LoOIguLpPcw.jpeg\"> <\/a><br \/>\n  <\/figure>\n<\/p><\/div>\n<div class=\"text-content\">\n<p style=\"text-align: center;\"><a href=\"https:\/\/unsplash.com\/photos\/YXemfQiPR_E\" rel=\"nofollow noopener\" target=\"_blank\">Source<\/a><\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"add-information-regarding-the-conversation\">\n<h2>Add information regarding the conversation<\/h2>\n<div class=\"text-content\">\n<p><strong>After the discussion has taken place, add information regarding what was said.<\/strong><\/p>\n<p>So that you have a written account of what both parties have said about the situation, <strong>note down what<\/strong> the other person or party <strong>said<\/strong> during your discussion with them.<\/p>\n<p>By adding this information, it will help you judge which next steps to take in a clear, concise manner.<\/p>\n<p class=\"style-info\">If you use a note tool, such as <a href=\"https:\/\/evernote.com\/\" rel=\"nofollow noopener\" target=\"_blank\">Evernote<\/a>, you can easily push the notes you make here straight into Evernote via <a href=\"https:\/\/zapier.com\" rel=\"nofollow noopener\" target=\"_blank\">Zapier<\/a>.&nbsp;<\/p>\n<p>For more information on how Zapier and how it can be used for Process Street integrations, <a href=\"https:\/\/www.process.st\/help\/docs\/zapier\/\" rel=\"nofollow noopener\" target=\"_blank\">read this post<\/a>.<\/p>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Discussion notes <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"consider-inviting-the-complaint-author-to-a-discussion\">\n<h2>Consider inviting the complaint author to a discussion<\/h2>\n<div class=\"text-content\">\n<p><strong>Consider inviting the author of the initial complaint to an in-person discussion.<\/strong><\/p>\n<p>After the in-person discussion with the other person or party, it may be useful to discuss the issue further with the complaint author. Additional details may have come to light, which should be discussed properly face-to-face.<\/p>\n<p>If you <strong>believe<\/strong> this is a step that <strong>should be taken<\/strong>, select the '<strong>yes<\/strong>' option from the dropdown.<\/p>\n<\/p><\/div>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Is an in-person discussion required? <\/label><br \/>\n   <select disabled class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select>\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"invite-complaint-author-to-a-discussion\">\n<h2>Invite complaint author to a discussion<\/h2>\n<div class=\"text-content\">\n<p><strong>Invite the complaint author to a face-to-face discussion.<\/strong><\/p>\n<p>After speaking with the person or people who face the allegation, it may be worth meeting the original author of the complaint.<\/p>\n<p class=\"style-info\">The <strong>email widget<\/strong> below can be used to send an email directly to the complaint author. Edit the below text to your liking, then hit the 'send' button to load the message in your email client.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"add-notes-about-the-conversation\">\n<h2>Add notes about the conversation<\/h2>\n<div class=\"text-content\">\n<p><strong>Add notes about the face-to-face conversation you've had with the complaint author.<\/strong><\/p>\n<p>Similar to how you added notes after speaking to the other party, now&nbsp;<strong>add relevant information<\/strong> that came up <strong>in<\/strong> your <strong>conversation with<\/strong> the complaint author. This information may help to clarify certain issues.<\/p>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Complaint author's conversation notes <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"decide-on-appropriate-action\">\n<h2>Decide on appropriate action<\/h2>\n<div class=\"text-content\">\n<p><strong>Take appropriate action(s) and write down which course of action(s) you will take.<\/strong><\/p>\n<p>You have everything you need to make a judgment on which action or actions to take. <strong>Put<\/strong> a <strong>plan of action<\/strong> <strong>into place<\/strong> and <strong>write<\/strong> about it in the <strong>text box<\/strong> underneath.<\/p>\n<p>If an employee <strong>termination<\/strong> is required, we have a checklist for that which you can find by clicking <a href=\"https:\/\/www.process.st\/templates\/employment-termination-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">this link<\/a>.<\/p>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Appropriate action to take <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"resolving-the-complaint\">\n<h2>Resolving the complaint:<\/h2>\n<div class=\"text-content\">\n<p class=\"style-info\">This next section will take you through the appropriate actions of <strong>resolving<\/strong> the incident, ensuring that the complaint author knows how the HR team has<strong> intervened,<\/strong> and that the complaint procedure process has been fully <strong>documented<\/strong>, in case the issue flares up again.&nbsp;<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"follow-up-with-the-complaint-author\">\n<h2>Follow up with the complaint author<\/h2>\n<div class=\"text-content\">\n<p><strong>Follow up with the complaint author, informing them of what\u2019s happened.<\/strong><strong><\/strong><\/p>\n<p>After you\u2019ve taken action against the other party, <strong>follow up <\/strong>with the<strong> complaint author<\/strong>. It\u2019s necessary to keep them in the loop regarding the process, seeing as they lodged the complaint themselves. They should be the <strong>first to know <\/strong>about the developments.<\/p>\n<\/p><\/div>\n<div class=\"image-content\">\n<figure>\n   <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/su-FgDXcsAH-3FjYHFpF3Q.jpeg\" alt=\"Follow up with the complaint author\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/su-FgDXcsAH-3FjYHFpF3Q.jpeg\"> <\/a><br \/>\n  <\/figure>\n<\/p><\/div>\n<div class=\"text-content\">\n<p style=\"text-align: center;\"><a href=\"https:\/\/unsplash.com\/photos\/W3Jl3jREpDY\" rel=\"nofollow noopener\" target=\"_blank\">Source<\/a><\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"consider-if-the-incident-has-been-resolved\">\n<h2>Consider if the incident has been resolved<\/h2>\n<div class=\"text-content\">\n<p><strong>Consider if the incident has been resolved by selecting \u2018yes\u2019 or \u2018no\u2019 from the dropdown below.<\/strong><strong><\/strong><\/p>\n<p>Taking initial<strong> action<\/strong> <strong>doesn\u2019t always resolve<\/strong> the incident<strong> immediately<\/strong>. It may take another attempt, or it could escalate further. <strong>Depending<\/strong> on your <strong>answer<\/strong>, the next tasks will change accordingly.<\/p>\n<\/p><\/div>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Has the incident been resolved? <\/label><br \/>\n   <select disabled class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select>\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"write-down-potential-further-action\">\n<h2>Write down potential further action<\/h2>\n<div class=\"text-content\">\n<p><strong>Write down what else needs to be done regarding the situation below.<\/strong><\/p>\n<p>If the situation hasn\u2019t been completely resolved, then <strong>note down<\/strong> any <strong>further actions<\/strong> that need to be carried out by you or other members of the HR team.<\/p>\n<p>Team building is a great preventative measure to stop future incidents from occurring. The Process Street content team have written a handy list of <a href=\"https:\/\/www.process.st\/team-building-activities\/\" rel=\"nofollow noopener\" target=\"_blank\">team building activities<\/a>.<\/p>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Further action <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"note-how-the-incident-was-resolved\">\n<h2>Note how the incident was resolved<\/h2>\n<div class=\"text-content\">\n<p><strong>Note how the incident was resolved by adding written information in the form field.<\/strong><\/p>\n<p>After the incident has been resolved, <strong>note how<\/strong> the<strong> incident<\/strong> was<strong> resolved<\/strong>. If necessary, this information can be used for future reference.<\/p>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> The incident's resolution <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<div class=\"image-content\">\n<figure>\n   <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/k-3RJrYuYLWUZtOCKONJaw.jpeg\" alt=\"Note how the incident was resolved\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/k-3RJrYuYLWUZtOCKONJaw.jpeg\"> <\/a><br \/>\n  <\/figure>\n<\/p><\/div>\n<div class=\"text-content\">\n<p style=\"text-align: center;\"><a href=\"https:\/\/unsplash.com\/photos\/75nbwHfDsnY\" rel=\"nofollow noopener\" target=\"_blank\">Source<\/a><\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"understand-checklist-archival\">\n<h2>Understand checklist archival<\/h2>\n<div class=\"text-content\">\n<p><strong>Understand how checklist archival works on the Process Street platform.<\/strong><\/p>\n<p>The complaint procedure has come to an end, but the information added during the process can still be viewed afterward.<\/p>\n<p>Archived complaint procedures will be particularly <strong>useful<\/strong> if cases <strong>resurface<\/strong>.<\/p>\n<p class=\"style-info\">To <strong>understand<\/strong> <strong>checklist archival<\/strong>, follow the simple set of instructions <strong>via<\/strong> this handy post on the&nbsp;<strong><a href=\"https:\/\/www.process.st\/help\/docs\/viewing-archives\/\" rel=\"nofollow noopener\" target=\"_blank\">help site<\/a><\/strong>.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"sources\">\n<h2>Sources:<\/h2>\n<div class=\"text-content\">\n<ul>\n<li><a href=\"https:\/\/www.linkedin.com\/in\/debbiemuller\/\" rel=\"nofollow noopener\" target=\"_blank\">Deb Muller<\/a> -&nbsp;<a href=\"https:\/\/www.hracuity.com\/blog\/18-surprising-employee-relations-statistics\" rel=\"nofollow noopener\" target=\"_blank\">18 Surprising Employee Relations Statistics<\/a><\/li>\n<li><a href=\"https:\/\/twitter.com\/lmsolomon?lang=en\" rel=\"nofollow noopener\" target=\"_blank\">Lou Solomon<\/a> -&nbsp;<a href=\"https:\/\/hbr.org\/2015\/06\/the-top-complaints-from-employees-about-their-leaders\" rel=\"nofollow noopener\" target=\"_blank\">The Top Complaints from Employees About Their Leaders<\/a><\/li>\n<li><a href=\"https:\/\/www.voxmedia.com\/a\/go-deeper\" rel=\"nofollow noopener\" target=\"_blank\">Vox Media<\/a> -&nbsp;<a href=\"http:\/\/code-of-conduct.voxmedia.com\/?_ga=1.62865454.308680892.1455143920\" rel=\"nofollow noopener\" target=\"_blank\">Code of Conduct<\/a><\/li>\n<li><a href=\"https:\/\/www.bizfilings.com\/\" rel=\"nofollow noopener\" target=\"_blank\">Biz Filings<\/a> - <a href=\"https:\/\/www.bizfilings.com\/toolkit\/research-topics\/office-hr\/how-to-effectively-deal-with-employees-complaints\" rel=\"nofollow noopener\" target=\"_blank\">How to Effectively Deal With Employees' Complaints<\/a><\/li>\n<li><a href=\"https:\/\/www.inc.com\/author\/josh-spiro\" rel=\"nofollow noopener\" target=\"_blank\">Josh Spiro<\/a><span> -&nbsp;<\/span><a href=\"https:\/\/www.inc.com\/guides\/2010\/04\/handle-employee-complaints.html\" rel=\"nofollow noopener\" target=\"_blank\">How to Handle Employee Complaints<\/a><\/li>\n<li><span><a href=\"https:\/\/www.humanrightscommission.vic.gov.au\/\" rel=\"nofollow noopener\" target=\"_blank\">The Victorian Equal Opportunity and Human Rights Commission<\/a> -&nbsp;<\/span><a href=\"https:\/\/www.humanrightscommission.vic.gov.au\/the-workplace\/resolving-complaints\/developing-an-effective-procedure\" rel=\"nofollow noopener\" target=\"_blank\">Developing an effective procedure<\/a><\/li>\n<li><a href=\"https:\/\/twitter.com\/jenistyping\" rel=\"nofollow noopener\" target=\"_blank\">Jennifer Kim<\/a> -&nbsp;<a href=\"https:\/\/medium.com\/@jenniferkim\/50-ideas-for-cultivating-diversity-and-inclusion-in-the-workplace-you-can-start-today-fd390683bc73\" rel=\"nofollow noopener\" target=\"_blank\">50+ Ideas for Cultivating Diversity and Inclusion in the Workplace You Can Start Today<\/a><\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"related-checklists\">\n<h2>Related checklists:<\/h2>\n<div class=\"text-content\">\n<ul>\n<li><a href=\"https:\/\/www.process.st\/templates\/employee-onboarding-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">General Employee Onboarding Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/call-center-employee-onboarding-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Call Center Employee Onboarding Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/retail-employee-onboarding-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Retail Employee Onboarding Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/restaurant-employee-onboarding-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Restaurant Employee Onboarding Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/developer-onboarding-checklist-for-startups\/\" rel=\"nofollow noopener\" target=\"_blank\">Developer Onboarding Checklist for Startups<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/salesperson-onboarding-checklist-for-startups\" rel=\"nofollow noopener\" target=\"_blank\">Salesperson Onboarding Checklist for Startups<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/records-disposal-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Records Disposal Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/office-safety-inspection-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Office Safety Inspection Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/office-risk-assessment-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Office Risk Assessment Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/office-conflict-resolution-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Office Conflict Resolution Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/employee-discipline-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Employee Discipline Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/employment-termination-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Employment Termination Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/performance-review-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Performance Review Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/budget-preparation-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Budget Preparation Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/employee-discipline-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Employee Discipline Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/standup-meeting-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Standup Meeting Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/creating-an-invoice\/\" rel=\"nofollow noopener\" target=\"_blank\">Creating an Invoice<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/daily-routine-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Daily Routine Checklist<\/a> <\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/holiday-leave-application\/\" rel=\"nofollow noopener\" target=\"_blank\">Holiday Leave Application<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/diversity-questions\/\" rel=\"nofollow noopener\" target=\"_blank\">Diversity Questions Survey<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/diversity-hiring\/\" rel=\"nofollow noopener\" target=\"_blank\">Diversity Hiring Process<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/diversity-training\/\" rel=\"nofollow noopener\" target=\"_blank\">Diversity Training Process<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/diversity-management\/\" rel=\"nofollow noopener\" target=\"_blank\">Diversity Management Monthly Audit<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/unconscious-bias-training\/\" rel=\"nofollow noopener\" target=\"_blank\">Unconscious Bias Training Guide<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/diversity-initiatives\/\" rel=\"nofollow noopener\" target=\"_blank\">Diversity Initiatives Quarterly Improvement Process<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/code-of-conduct-policy\/\" rel=\"nofollow noopener\" target=\"_blank\">Code of Conduct Policy Adherence Process<\/a><\/li>\n<\/ul><\/div>\n<\/section>\n","protected":false},"excerpt":{"rendered":"<p>Introduction: As a company scales, its workforce grows. This is usually positive. However, there's also a&nbsp;higher chance for negative interactions&nbsp;to occur due to the&nbsp;increase in staff&nbsp;number. With this in mind, what\u2019s one of the best ways to tackle any potential workplace negativity head-on? With an employee complaint procedure. This particularly procedure starts with the complainant [&hellip;]<\/p>\n","protected":false},"author":3,"featured_media":18286,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"ep_exclude_from_search":false,"cover_icon_emoji":"","cover_icon_url":"","tasks_count":"27","template_description":"Run this checklist if you need to lodge a workplace complaint. The HR team will take over the process once the complaint has been made.","template_id":"tGTQPlMrPIfHjzES3MBMkA","task_0":"Introduction:","task_slug_0":"introduction","task_1":"Adding basic details:","task_slug_1":"adding-basic-details","task_2":"Add personal information","task_slug_2":"add-personal-information","task_3":"Registering the complaint:","task_slug_3":"registering-the-complaint","task_4":"Name the person\/people involved","task_slug_4":"name-the-personpeople-involved","task_5":"Select the type of issue","task_slug_5":"select-the-type-of-issue","task_6":"Discuss the issue in detail","task_slug_6":"discuss-the-issue-in-detail","task_7":"Write down supporting information","task_slug_7":"write-down-supporting-information","task_8":"Reviewing the complaint:","task_slug_8":"reviewing-the-complaint","task_9":"Assign HR to handle the complaint","task_slug_9":"assign-hr-to-handle-the-complaint","task_10":"Ensure HR staff take 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