Grievance Redressal machineries

Effective Steps To Handle Employee Grievances Most Effectively and efficiently:
1. Create the system:
The first thing is to set up the grievance redressal system for the companies to help the employees lodge complaints and grievances so that it can be resolved.  The grievance procedure must be added to the employee  service rules so that all can easily access it.
The HR department must take  the responsibility for grievance receipts. They must ensure the employees that their complaints are placed in confidence.The place of receiving the complaints must be within reach to all. That is, it should be located centrally. In case of a grievance box, it should be in the area of common accessibility.
As it might involve personal matters, it is essential to focus on confidentiality while dealing with employees’ grievance.
The complaints received must be followed up timely. That is, no issue should be on hold for a long time. It should follow a schedule to expect a certain level of responsiveness within a specified period.
2. Listening to the grievances while dealing with employee grievances is more important and effective.That doesn’t mean that the grievances should be resolved  immediately but to make the employees know that their complaint is acknowledged. Let the employees know that their grievance has been received and action would be initiated as per procedure laid down.
3. Investigate:
Not all issues qualify for a hearing. Generally, it is essential to review whether the grievance is valid or not. Enquire about the incidents or situations and gather any relevant information. It may not always be necessary but if the matter involves other staff, they will need to be informed and given a chance to explain themselves and put forward their own shreds of evidence.
Once the investigation is over, then  a formal meeting. can be arranged to hear explanation given by both the parties,the aggrieved and the person responsible for the same.
4. Hold the formal meeting:
The employee with the grievance and all the relevant parties should be called to be present in the formal hearing. The employee can put forward any evidence that backs up the complaint and explain how they would like the problem to be resolved. The minutes of the meeting should be circulated to all the concerned persons.
5. Take your decision and act accordingly:
This is the decision making phase is very crucial. Once all the required information are collected and closely examined the situation, the final decision should be taken based on the facts and not on the personal feelings or assumptions. Finally a call gas to be taken to accept the grievance in whole or part or reject it altogether. It would be necessary to intimate the employee about the final decision taken in writing.
6. Appeal process: 
The employee may not accept the decision taken by the committee and has the right to an appeal. Here again, the grievance policy should outline the terms and conditions of the appeal process.
It should start with an appeal letter written by the employees, informing them why they want the decision to be reconsidered. To ensure impartiality the grievance should be addressed by the next higher authority in order to avoid biasness. The decision of the same should be informed to the employee in writing. If the employee is still not satisfied, it can either be mediated or escalated to the employment tribunal.
7. Review the situation conciliation:
It’s always healthy to have an objective look back at the decisions. During the cocilliation not the parties are heard.The conciallation officer tries to resolve the issue. If the employee is happy with the resolution, the matter is closed there. If not then it is taken up in the court of law as industrial dispute.
8. Uproot the main cause of grievance:
the aim is to go for a long-lasting solution. That is, a formal complaint should be addressed once and for all. This prevents the employees from coming back again and again with the same issue.
The key solution here lies in identifying the root cause of the problem and making sure to solve the problem completely, with the scope of adjustments, if necessary.
Conclusion
The successful operation of a grievance procedure requires the maintenance of sufficient records, experience, and fair treatment to all.
However, some exceptional circumstances might arise when the process mentioned above needs to be modified for the better. 
The Human Resource Department reserves the right to revise the same as necessary and appropriate..