← Back to All Articles

March 13

Smart strategies to decide when it is a good time to lodge a complaint at work

Irrespective of whether you are the employee or the employer, it is good to be prepared to deliver and receive bad news regarding discrimination, harassment, violence or bullying at the workplace. John Sculley said: “Timing in life is everything.” My bit of wisdom is to make sure you train yourself for the unexpected that is the only way to prepare and to deal with work issues head on.

Thorough preparation will make a big difference with your submission

Prepare your submission by presenting the facts in chronological order. On the day it will help you keep your emotions in check and overall it will be less daunting. With solid preparation your employer will hopefully see the complaint for what it is. Show your intention that this submission is intended for you both as an opportunity to learn and grow.

16 Most effective tactics for employees to determine the optimum approach for lodging your complaint

1. Make sure you get enough sleep and a bit of exercise as it may just clear your head.
2. Make sure your emotions are under control.
3. Know your own values and boundaries and check that they are aligned with those of the company.
4. It will help to speak to a person of confidence, to get your ducks in a row.
5. Try finding out if someone else in your workplace is suffering the same insensitive conduct. Maybe you can work together to address these issues at the same time.
6. If you do not know the person in senior management who is going to listen to the complaint, it is good to first find out how this person operates, what personality type they are and their preferred way of receiving communication. This could only help you in your preparation. His or her preferred way of communication could be relevant when booking the appointment but it is best to deliver your concerns in person.
7. Find out their schedule and availability for the next two weeks.
8. Know beforehand how long it is going to take you to make your presentation.
9. Schedule a time for a meeting when this person is relatively free and has enough time to listen to you.
10. Make sure your information is factually correct; if you are unsure clarify first.
11. Apply logic and know what is at the heart of the issue.
12. In your presentation also propose solutions to address the issues you raise.
13. Always prepare for the worst outcome and you won’t be surprised by an offbeat attitude of management. 
14. If you need a support person or someone to help you prepare Achieve Workplace Fairness can help you get ready.
15. Be ready to hear things about yourself that holds a bit of truth, some of it true and some just outright lies. But don’t let this stop you.
16. Be sure to illustrate that your motive is to make the workplace better.

7 Rules for timing on when to deal with complaints from employees

1. The “when” is important to you as you must make sure firstly that you are unbiased, that you know how to handle cultural variations and differences. This is training that you should have before any problems arise.
2. Remember the legal maxim that “justice delayed is justice denied.” The same principle is applicable to how you handle complaints from employees.
3. To answer the question of “when” you should put your own agenda to one side and help your employee as soon as possible.
4. Make sure you follow the correct procedures every step of the way.
5. See the silver lining; this employee is willing to work on the problems or else they would have resigned.
6. Compliment the employee for the courage to make this appointment as you know they are placing themselves in a very uncomfortable place personally and that you see the upcoming meeting as an opportunity for the company to learn and grow.
7. Maintain goodwill and make sure throughout the process that you comply with the rules of Natural Justice, and trust and confidence as required by the Employment Relations Act.