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Workplace grievances are often early indicators of deeper organisational issues. If left unresolved, they can undermine trust, morale, and productivity. The Tripartite Alliance for Fair and Progressive Employment Practices (TAFEP) identifies three common root causes — people behaviour, pay and performance, and policies and processes, highlighting the need for timely, proactive intervention.
Workplace grievances are more than just complaints. They are early warning signs of deeper problems that, if left unchecked, can harm employee engagement, morale, and organisational productivity. Fortunately, many workplace grievances can be avoided through proactive management and targeted interventions.
Read on to find out more about the main causes of workplace grievances and practical strategies to prevent them from escalating.
Main causes of workplace grievances
Workplace grievances often stem from three key areas: People behaviour, Pay and performance, and Policies and processes. These three areas, referred to as the 3Ps, are crucial to understanding and addressing grievances before they escalate into larger issues.
People behaviour and actions: Fostering a respectful and inclusive workplace
In a diverse workplace, differences in communication styles, values, and work approaches, shaped by factors like age, background, or experience, can lead to conflict if not addressed constructively.
Such differences can cause interpersonal conflict, which can be further compounded by unconscious biases, that subtly influences our attitudes and behaviours toward others. Left unchecked, such biases can affect key workplace decisions and lead to perceptions of unfairness.
To prevent grievances, it is important for organisations to establish and reinforce core values that guide everyday interactions, such as:
- Mutual respect: Appreciating diverse perspectives, values, and working styles
- Empathy: Offering support to colleagues who have encountered workplace harassment
- Cultural understanding: Being sensitive to cultural norms and promoting inclusive communication
Additionally, foster a culture of open communication and encourage honest conversations to address any tensions early.
"A respectful and inclusive culture discourages unproductive behaviours such as gossip and exclusion, while encouraging employees to voice concerns through proper grievance channels. This helps create a healthier, more harmonious work environment for all."
Pay and performance: Having clear policies and consistent processes
A key cause of grievances occurs when an employee’s wages, such as salary, bonus, or overtime pay, are negatively impacted. This can affect employee morale, productivity and livelihood. These concerns are often exacerbated when decision-making processes lack clarity or consistency.
Establish clear policies and consistent processes in determining pay adjustments, promotions or changes to the employment contract, which are sensitive in nature. This includes putting the following systems in place:
- Fair and competitive wage system that will remunerate employees fairly, taking into consideration factors such as their ability, performance, contribution, skills, knowledge and experience
- Fair performance management system by:
- Training managers to fairly evaluate performance and conduct performance conversations
- Having measurable standards for evaluating job performance and non-discriminatory performance criteria
- Implementing an internal appeal process for employee concerns
Above all, communicate any impact on pay, promotion or employment changes promptly and sensitively, giving staff sufficient time for adjustment and acceptance.
Policies and processes: Ensuring fairness and effectiveness
Policies and processes guide how work is carried out in an organisation. Grievances may arise when these policies and processes are implemented or changed, especially if they affect individual productivity or unintentionally disadvantage certain groups. For example, inefficient or rigid workflows, and unsafe or poor working conditions, such as inadequate hygiene, safety and health measures, or faulty equipment.
Before any implementation or change, it is important to consider:
The needs of your organisation
- Does this meeting align with your business objectives?
- Are these policies in compliance with regulatory standards?
Employee feedback, to:
- Understand any implications on their work processes; and
- Mitigate potential concerns where certain employee groups may be unintentionally discriminated against
Communication on any changes to policies and processes is critical in preventing grievances as it provides clarity and helps address concerns proactively. Communication should cover:
- What adverse events in the past/present/future that require certain actions to be taken that will affect employees
- Why the difficult actions (e.g. wage cut) have to be taken, and how this is the best solution
- Who will be affected and the personal impact of the decision
- When the decided action or actions would be made effective
- How the decided action or actions would be carried out
Address grievances before they escalate
Proactively preventing grievances at work isn't just good HR practice, it’s a key driver of employee retention, productivity, and organisational resilience. By focusing on the 3Ps, employers can address the root causes of complaints before they escalate.
A workplace committed to addressing grievances before they escalate doesn’t mean a conflict-free one, but rather an environment where issues are addressed constructively, policies are fair, and people feel respected and heard. In the event a grievance is raised, ensure that your organisation has a proper grievance handling process in place to handle any grievances effectively.
The Tripartite Alliance for Fair and Progressive Employment Practices (TAFEP) provides information and resources to help employers and HR professionals keep abreast of HR best practices. Visit tafep.sg to find out more.
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