How to Win a Grievance Hearing as an Employee

A grievance hearing is a formal meeting where an employee can raise concerns about workplace issues, such as unfair treatment, bullying, or discrimination. It usually involves the employee, a manager or HR representative, and sometimes a witness or companion. Knowing what to expect and preparing properly can make a significant difference in the outcome. In this article, we will explain what “winning” a grievance means, outline practical steps to prepare before the hearing, provide strategies for presenting your case effectively during the meeting, and offer guidance on actions to take afterwards to achieve a fair and constructive resolution.

What Does Winning a Grievance Mean?

Winning a grievance isn’t about defeating your employer or proving them wrong. It is about ensuring your concerns are heard and addressed fairly. Outcomes vary depending on the situation and may include receiving an apology, acknowledgement of wrongdoing, adjustments to your duties or working schedule, changes to workplace policies, or, in some cases, financial compensation. The key point is that a successful grievance leads to a meaningful and practical resolution, protecting your rights and wellbeing at work. By focusing on fairness rather than confrontation, employees can achieve constructive results that improve their work environment and personal satisfaction.

What to Do Before the Grievance Hearing?

Preparation is key to approaching a grievance hearing with confidence. The steps you take before the meeting can greatly influence the outcome. Here’s what to do:

1. Review your company’s grievance procedure  Familiarise yourself with your organisation’s formal grievance policy. Understand the steps involved, timeframes, and the roles of everyone in the process so you know what to expect.
   

2. Read your grievance and prepare notes  Go through the grievance you submitted and make notes summarising key points. Highlight the issues, facts, and desired outcomes to present your case clearly.
   

3. Gather all your evidence  Collect emails, messages, reports, or any documentation supporting your claims. Organised evidence strengthens your credibility and helps others understand your perspective.
   

4. Identify any witnesses to support your case  Consider colleagues who can confirm your account. Contact them in advance, and ensure they are willing to provide factual support.
   

5. Know who the investigating officer is  Understand who will be chairing or investigating the hearing. Knowing their role and perspective helps you tailor your approach and anticipate questions.

What You Should Do During the Grievance Hearing?

During the grievance hearing, how you present yourself and your evidence matters just as much as the evidence itself. Staying focused, clear, and professional will make a strong impression. Focus on these key actions to make your case effectively:

1. Take notes  Record key points, questions asked, and responses. This ensures you have a clear reference for later stages and any follow-up actions.
   

2. Remain calm  Keep your emotions in check, even if the discussion becomes tense. A calm, professional demeanour reflects credibility and control.
   

3. Answer any question honestly  Be truthful and concise in your responses. Avoid speculation or exaggeration, as honesty builds trust and supports your case.
   

4. Explain your case  Present your concerns clearly, supported by evidence. Stick to the facts and avoid letting emotions override your key points.
   

5. Ask questions  Clarify anything you don’t understand, such as next steps or how decisions will be communicated. Asking shows engagement and ensures transparency.
   

6. Bring a companion  A trusted colleague or union representative can offer support, take notes, and help ensure the process is fair and equitable.

Why You Should Take Notes During the Grievance Hearing?

Taking notes during a grievance hearing is crucial for maintaining an accurate record of what is discussed. Notes help you remember key points, questions, and responses, which is especially important if the case progresses to appeal or further investigation. They also demonstrate professionalism, showing that you are engaged and organised. Notes protect your interests by recording commitments, agreements, or actions promised by management. Additionally, they can help clarify misunderstandings and provide evidence if discrepancies arise later. Even simple, factual notes can make a significant difference in reinforcing your case and supporting your credibility throughout the grievance process.

Tips for Note-Taking During the Grievance Meeting

Use the following tips to make your note-taking thorough, professional, and easy to refer back to later:

• Bring a dedicated notebook or document to record key points.

• Write down the names of everyone present and their roles.

• Note the date, time, and location of the meeting for future reference.

• Summarise the questions asked and your responses clearly.

• Highlight any commitments or follow-up actions that have been agreed upon.

• Keep notes factual. Avoid personal opinions or emotional reactions.

What You Should Not Say or Do During the Grievance Hearing?

It’s just as important to know what to avoid as it is to understand how to prepare. Saying or doing the wrong thing can weaken your case. Key things to avoid include:

1. Don’t try to enter into settlement negotiations during the grievance.  Focus on presenting your concerns and evidence. Negotiations should only happen once the grievance is formally resolved or with HR guidance.
   

2. Don’t lose your temper.  Emotional outbursts can damage your credibility and distract from the issues at hand. Stay calm and professional at all times.
   

3. Don’t secretly record the meeting.  Recording without consent is often illegal and can undermine your case. Always rely on notes and companions to document the discussion.
   

What to Do After the Grievance Hearing?

After the grievance hearing, the employer should provide a written outcome outlining whether your grievance is upheld and any actions to be taken. Review this document carefully to ensure it aligns with what was discussed. If you disagree with the result, you may have the right to appeal, so keep your notes and evidence organised. Consider seeking advice or support to determine the best next steps. Remaining professional and proactive is crucial. Following up promptly and clearly demonstrates your engagement and seriousness. Taking measured action after the hearing ensures your concerns are addressed effectively and increases the likelihood of a fair resolution.

How Can GHR Source Help You Win a Grievance Hearing?

With careful preparation and a clear strategy, employees can influence the outcome of a grievance hearing positively. Understanding the process, presenting facts calmly, and remaining professional throughout the meeting are critical to achieving success. GHR Source supports employees by providing expert guidance, practical strategies, and tailored advice to strengthen your case. We help with note-taking, evidence organisation, and planning your approach so your concerns are taken seriously. Whether your goal is acknowledgment, policy change, or fair treatment, GHR Source equips you with the knowledge and confidence needed. With our support, you can navigate the grievance process effectively and secure the best possible outcome.

About the Author

Lyndon Gainham

Lyndon Gainham is the co-founder of GHR Source, a best-selling author, entrepreneur, and HR expert with over 30 years’ experience in top financial institutions, including the Bank of England and Barclays. He helps clients solve workplace challenges with creative, bespoke solutions and encourages them to build extraordinary lives. A Fellow of the Chartered Institute of Personnel Development, Lyndon enjoys hiking, exploring Byzantine art, and sampling England’s finest country ciders.