Being a manager involves more than task delegation. In today’s workplace, leaders must excel as listeners and problem-solvers when employees express concerns. How you handle these issues, whether minor or serious, directly influences your team’s morale and satisfaction.

When managers understand the types of complaints, know when to take action and manage the process well, they can turn these problems into opportunities for growth and improvement.

Dos and Don’ts for Dealing with Employee Complaints

Dealing with employee concerns is an important part of any leadership role.

Do pay close attention and ask questions.

When someone brings up a problem, make them feel respected and listened to. Listen to what they’re saying. Ask follow-up questions to understand the situation, including who’s involved and what kind of solution they hope for.

Don’t ignore or reject the employee complaint immediately.

Listen with an open mind. Don’t dismiss an employee’s concern as unimportant because it initially seems small. Avoid jumping to conclusions during the initial discussion. Even minor issues can snowball into larger problems if not addressed.

Do show appreciation to the employee for speaking up.

Don’t underestimate the courage it takes to speak up. Thank your employee for bringing up the issue. Acknowledge their feelings by expressing empathy, like saying, “I’m sorry you had to deal with this,” or “That sounds frustrating.” This shows you value their voice and will take their concern seriously.

Don’t make commitments about the outcome.

Also, avoid making unrealistic commitments. Remember, you only heard one perspective so far. Commit to addressing workplace complaints effectively but refrain from guaranteeing specific outcomes. Instead, provide a timeframe for when you’ll provide an update, and follow through on that commitment.

Do look into the allegations thoroughly.

Act promptly to investigate and respond to employee concerns. The longer you wait, the more likely details will be forgotten, and your employees may feel their concerns weren’t taken seriously.

• For process complaints: Put yourself in their shoes. Try going through the process yourself or shadow someone who does.
• For coworker issues: If the complaint involves a colleague, such as harassment, talk to everyone involved. Gather documents and take detailed notes until you clearly understand the situation.

Don’t take sides.

Keep an open mind. You’re here to understand the employee’s experience, not judge it. Emotions or personal viewpoints might influence their perspective. Don’t focus on proving or disproving their story. Instead, gather all the facts and objectively assess what truly happened.

Do promote confidentiality.

It’s natural to seek support from colleagues while discussing a work issue. Encourage the employee to keep the matter confidential while you investigate. This will help avoid any potential bias based on rumors or secondhand information. Documenting complaints and providing feedback on outcomes also promotes transparency, while ongoing training for managers enhances effective grievance handling

Don’t breach any employee’s privacy.

Your role is to handle employee complaints with discretion, protecting the complainant’s privacy and the person involved in the complaint. Discuss the issue privately to avoid public accusations or shaming tactics. Show respect to everyone, even if disciplinary action is necessary.

Do arrange a meeting to help resolve disputes.

Often, the best path to resolving conflict is a facilitated meeting between the employee who raised the concern and the other person involved. This meeting should be all about finding a future that works for everyone. Each person will get a chance to share what kind of working environment they need and want, and together, you can create a plan that keeps everyone feeling safe and respected.

Don’t punish without justification.

Respond to employee grievances but avoid implementing immediate disciplinary actions, especially regarding the complainant. Acting too quickly might escalate conflicts. Take the time to thoroughly investigate the situation before making any decisions.

Common Employee Concerns: How Managers Should Address Them

Not all complaints are created equal. Here are examples of workplace complaints.

Read More: The Leader’s Guide to Turning Around a Toxic Workplace

Productive Complaining

These complaints are a chance to identify and fix problems within the organization. These “voices” of concern provide feedback that can lead to positive changes in practices, products, and services that benefit the company.

For example, an employee raises concerns with their supervisor about outdated software in the contact center, causing delays and errors in customer inquiries. They cite specific instances where these limitations affect customer satisfaction and call resolution times. The employee proposes upgrading to a more efficient system to streamline operations and enhance service delivery.

This prompts management to evaluate the software’s shortcomings and invest in a new, effective system. Productive complaints are like early detection systems. For managers open to listening, this will provide important information and identify problems that should be addressed early before they affect the entire organization.

Venting

It’s a way to express intense frustration or dissatisfaction about someone or something. The goal is usually to release built-up stress or to find support from others who feel the same way.

Employees could vent to their coworkers about feeling overwhelmed by the volume of customer calls and emails they handle daily. They could express frustration about the high-pressure environment and the challenges of maintaining quality service while managing a heavy workload.

Employees could discuss their concerns about burnout and how the lack of additional staff to handle increased customer demands affects team productivity. Managers can effectively address and support this kind of employee venting by following these steps:

• Listen actively: Let the employee express their frustrations without interruption. Show them you’re paying attention through body language and eye contact.
• Validate their feelings: Phrases like “That sounds frustrating” or “I understand why you’re upset” show you empathize with their situation.
• Ask questions: Once the venting subsides, you can ask questions that encourage the employee to identify the root cause of their frustration. “What do you think would be a helpful solution?” or “How do you think we can move forward?” can be good prompts.
• Offer support: Let the employee know you’re there to help. This could involve brainstorming solutions, connecting them with resources, or escalating the issue if necessary.

Not all venting requires immediate action. Sometimes, listening and acknowledging the employee’s feelings can be enough. But, if venting becomes excessive or hinders productivity, addressing the root cause might be necessary.

Chronic Complaining

Some employees see the glass half empty. Chronic complainers tend to have a more critical perspective on their jobs, tasks, and the world.

In such cases, complaining concerns their mindset and attitude rather than an actual problem. The social impact of this behavior is significant because listening to chronic complaining drains energy, and those around them may stop trying to help because their efforts don’t seem to make a difference. There’s always a new grievance to replace the old ones.

For example, an employee repeatedly complains about the limited career advancement opportunities at the company. They’re frustrated by not being promoted despite their qualifications and experience, comparing their situation to advanced coworkers. The employee continues to voice discontent despite management’s explanations about promotion criteria and career development plans.

Instead of passively listening to a constant stream of negativity, work with the employee to identify the specific issues causing their complaints. Is it related to technology, workload, team dynamics, or something else?

Provide clear explanations about the company’s policies, procedures, and constraints that may contribute to the issues raised. You can also manage expectations by discussing what can realistically be addressed and improved in the short and long term.

Malicious Complaining

These are like throwing rotten tomatoes to hurt someone else’s reputation or get ahead unfairly. They are driven by personal, or group gain rather than genuine dissatisfaction with a workplace problem.

This is evident in contact centers, where employees constantly complain to their supervisor about a colleague’s performance, claiming the colleague is unhelpful to customers and consistently makes errors in handling inquiries.

However, further investigation reveals the complainant is fabricating complaints to discredit the colleague. This complaint damages the colleague’s reputation and possibly helps the complainer get more desirable shifts or job assignments.

Managing or addressing malicious complaints requires a careful and proactive approach. It’s important to stay neutral and avoid taking sides early on. To prevent future issues, promote a company culture where everyone feels safe to raise genuine concerns and encourage honesty and fairness in all communications.

Read More: Empathy Is at the Core of Sustainable and Effective Leadership

SALEM SOLUTIONS CAN HELP YOU CULTIVATE A WORKPLACE ENVIRONMENT THAT MINIMIZES EMPLOYEE COMPLAINTS

Salem Solutions conducts thorough assessments to ensure candidates align with your company’s values, work ethic, and culture. This helps reduce potential future complaints by placing candidates who are likely to thrive in your workplace environment.

We identify candidates through targeted sourcing, effective screening methods, and comprehensive background checks. These processes validate that candidates meet technical requirements and demonstrate a proven track record of professionalism and collaboration. Give us a call today, and let’s attract the best talent to a company they’ll rave about, not complain about!