Grievance Hearing Guide: What to Expect and How to Prepare

The grievance hearing is your opportunity to explain your concerns fully and be heard. Proper preparation and understanding the process helps you present your case effectively.

Before the Hearing

Understanding the Meeting

Purpose of the hearing:

• For you to explain your grievance
• Provide details and evidence
• Answer employer's questions
• Discuss potential solutions
• Not a tribunal or court
• Opportunity for resolution

Reviewing Your Grievance

Re-read everything:

• Your original grievance letter
• All supporting documents
• Investigation findings (if shared)
• Relevant policies
• Your employment contract
• Previous correspondence

Organizing Your Evidence

Prepare documents:

• Number all pages
• Create index
• Highlight key parts
• Make multiple copies
• Organize chronologically
• Post-it notes for quick reference

Preparing What to Say

Plan your presentation:

• Key points to make
• Order of presentation
• How to explain impact
• Examples to use
• What outcome you want
• Anticipate questions

Practice:

• Rehearse with companion
• Time yourself (be concise)
• Practice staying calm
• Prepare for difficult questions
• Know your evidence location

Your Right to Be Accompanied

Who Can Accompany You

Legal right to bring:

• A work colleague, or
• A trade union representative

Cannot bring:

• Family member
• Friend (unless also colleague)
• Lawyer (no right, but employer may allow)
• Anyone else not employed by company

Role of Your Companion

They can:

• Address the meeting
• Ask questions
• Present your case
• Confer with you
• Make notes
• Sum up your position
• Respond to points

They cannot:

• Answer every question for you
• Prevent you being asked questions
• Dominate the meeting
• Act as legal representative

Choosing Your Companion

Consider:

• Someone you trust
• Who understands the situation
• Good communicator
• Can remain calm
• Available for the meeting
• Preferably experienced

If union member:

• Union rep is best choice
• Trained in representation
• Knows employment law
• Experienced in grievances
• Not emotionally involved

Preparing Your Companion

Brief them on:

• Full background
• Your evidence
• Key points
• What you want
• Weak areas
• Questions you expect
• Role you want them to play

The Meeting Invitation

What to Check

Meeting notice should include:

• Date, time, and location
• Who will be present
• Purpose of meeting
• Right to be accompanied
• How long it might take
• Documents you'll discuss
• Deadline to provide companion's name

If You Can't Attend

Reasonable excuse:

• Serious illness
• Pre-booked holiday
• Unavoidable commitment
• Companion unavailable

What to do:

• Tell employer immediately
• Explain reason
• Suggest alternative date
• Within 5 working days
• Don't delay unreasonably

Unreasonable refusal:

• Simply don't want to
• Tactical delay
• Minor inconvenience
• Companion prefers different date

Employer can proceed in your absence if unreasonable.

Preparing Yourself

Mental Preparation

Remember:

• This is your right
• You have right to be heard
• Stay calm and factual
• Emotions are natural but control them
• Focus on facts and evidence
• Be professional

What to Bring

Essential items:

• Copy of your grievance
• All evidence (numbered copies)
• Notebook and pen
• Any additional documents
• Water bottle
• List of key points

What to Wear

Dress code:

• Professional attire
• Business casual minimum
• Same as job interview
• Shows you take it seriously
• Comfortable (you'll be sitting)

Practical Matters

Logistics:

• Know location of meeting room
• Arrive 10 minutes early
• Visit bathroom first
• Turn phone off
• Deep breaths to calm nerves

The Meeting Structure

Opening Phase

Introductions:

• Everyone introduces themselves
• Roles explained
• Purpose confirmed

Process explained:

• How meeting will run
• Who speaks when
• Note-taking confirmed
• Breaks available if needed
• Approximate duration

Your opportunity to ask:

• About process
• Who will decide
• Timeline for decision
• Any procedural questions

Presenting Your Case

Your chance to:

• Explain grievance fully
• Walk through events
• Reference your evidence
• Describe impact on you
• State what you want
• Add anything new
• Emphasize key points

How to present:

• Speak clearly and calmly
• Use chronological order
• Refer to document page numbers
• Give specific examples
• Describe, don't dramatize
• Stick to relevant facts
• Don't repeat unnecessarily

Employer Questions

They will ask about:

• Specific incidents
• Dates and times
• Who witnessed what
• Your evidence
• Actions you took
• Why you feel this way
• Alternative explanations

How to answer:

• Listen to full question
• Take time to think
• Answer honestly
• Say "I don't know" if you don't
• Refer to evidence
• Don't guess or speculate
• Ask for clarification if needed

Discussion Phase

Exploring resolutions:

• What would resolve this?
• Practical solutions
• What's realistic
• Compromise options
• Future working relationship
• Actions you'd like taken

Be reasonable:

• Consider practical solutions
• Not just punitive
• Workable outcomes
• That employer can deliver
• That resolve the issue

Closing Phase

Before you leave:

• Summarize key points
• Anything else to add?
• Any questions?
• Confirm understanding
• Next steps explained
• Timeline for decision

During the Meeting

Communication Tips

Do:

• Speak clearly
• Make eye contact
• Stay calm
• Listen carefully
• Answer questions directly
• Pause before answering
• Admit if unsure
• Use your companion

Don't:

• Shout or get angry
• Cry (if you can help it - if you do, ask for break)
• Interrupt
• Argue
• Make threats
• Be sarcastic
• Refuse to answer
• Storm out

Using Your Evidence

Referring to documents:

• "On page 5, the email shows..."
• "The policy at page 12 states..."
• "As you can see from page 8..."
• Give page numbers
• Read relevant parts if necessary
• Let documents speak

Managing Emotions

If you feel overwhelmed:

• Ask for short break
• Take deep breaths
• Have water
• Use your companion for support
• It's okay to show emotion
• But try to maintain composure

If you need to cry:

• Ask for break
• Take moment to compose
• Continue when ready
• Completely normal
• Doesn't weaken your case

If Things Get Difficult

If feel attacked:

• Stay calm
• Don't respond emotionally
• Companion can intervene
• Ask to rephrase question
• Take break if needed

If unfair questions:

• Point out if irrelevant
• Companion can object
• Don't answer if inappropriate
• Stay professional

Note Taking

You or companion should note:

• Key questions asked
• Your answers
• Employer's responses
• Commitments made
• Important points
• Timeline given
• Anything unclear

Special Situations

Multiple Issues

If several grievances:

• Address each separately
• Clear when moving to next
• Don't muddle them together
• Prioritize most serious
• Employer may structure discussion

Grievance About Your Manager

If manager is subject:

• Different person will hear it
• Manager probably not present
• May be called as witness
• More senior person handles
• More formal atmosphere

Counter-Allegations

If employer raises concerns:

• May happen if relevant
• Stay focused on your grievance
• Answer honestly
• Don't get defensive
• Note if it feels like retaliation
• Raise if feels like victimization

New Evidence Emerges

If new information:

• Employer may need to adjourn
• Investigate further
• Reconvene later
• Don't object if genuine need
• You may also request adjournment

After the Meeting

Immediate Actions

When you leave:

• Write down everything you remember
• While fresh in memory
• Your notes and companion's notes
• What was said
• Commitments made
• Your impressions
• Anything forgotten

Waiting for Decision

Next steps:

• Employer will consider evidence
• Make decision
• Write to you
• Usually within 5-10 working days
• May take longer if complex

During waiting:

• Continue working normally
• Don't discuss widely
• Don't confront anyone
• Wait for official outcome
• Chase if exceeds stated timeline

If Asked for More Information

Employer may:

• Need clarification
• Request more documents
• Ask follow-up questions
• Need additional details

Your response:

• Provide promptly
• In writing
• Comprehensive
• Keep copies

Common Mistakes to Avoid

Don't

• Arrive unprepared
• Bring irrelevant evidence
• Ramble or go off-topic
• Get emotional and lose composure
• Attack people personally
• Make things up
• Refuse to answer questions
• Be unreasonable about outcomes
• Expect instant decision
• Record meeting without permission

Do

• Prepare thoroughly
• Organize evidence
• Stay calm and factual
• Reference documents
• Listen to questions
• Answer honestly
• Be professional
• Suggest realistic solutions
• Be patient for decision
• Take notes

Tips for Success

Present Clearly

• Structured presentation
• Chronological order
• Specific examples
• Reference evidence
• Explain impact clearly
• State desired outcome

Stay Professional

• Even if difficult
• Factual not emotional
• Respectful to all
• Control frustrations
• Professional language
• Appropriate behavior

Use Your Companion

• Let them help
• Confer when needed
• They can ask questions
• Speak if you're struggling
• Support not just presence

Be Reasonable

• In your expectations
• About outcomes
• During discussions
• About timeframe
• In your behavior

Checklist for the Hearing

Before You Go

• Reviewed all documents
• Organized evidence with page numbers
• Prepared what to say
• Practiced presentation
• Briefed companion
• Know location and time
• Professional clothing
• All documents and evidence
• Notebook and pen
• Mentally prepared

During the Meeting

• Introduce yourself and companion
• Understand process explained
• Present your case clearly
• Reference evidence with page numbers
• Answer questions honestly
• Discuss resolutions
• Make notes
• Ask questions if unclear
• Confirm next steps
• Thank attendees

After the Meeting

• Write up detailed notes
• Debrief with companion
• Note any commitments made
• Wait for decision
• Continue working normally
• Chase if timeline exceeded
• Prepare for possible appeal

Key Principles

It's Your Hearing

• Your chance to be heard
• Take it seriously
• Prepare thoroughly
• Present your best case
• Exercise your rights

Stay Factual

• Facts over emotions
• Evidence over accusations
• Specific over general
• Honest over exaggerated
• Professional over personal

Be Realistic

• About outcomes
• About evidence
• About impact
• About solutions
• About timescales

Rights and Respect

• Know your rights
• Exercise them appropriately
• Respect the process
• Behave professionally
• Expect fair treatment

The grievance hearing is your formal opportunity to present your case and be heard. With thorough preparation, clear presentation, and professional conduct, you can ensure your concerns are properly considered and give yourself the best chance of a fair outcome.