The efficiency of a grievance procedure depends upon the fulfilment of certain prerequisites. These are as follows:
Prerequisites
(1) Conformity with Prevailing Legislation:
The procedure should be in conformity with the existing law. It should be designed to supplement the statutory provisions.
In other words, the existing grievance machinery as provided by law must be made use of. The procedure may be incorporated in the standing orders,or collective bargaining agreement of the organisation.
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(2) Acceptability:
The grievance procedure must be acceptable to all and should, therefore, be developed with mutual consultation among management, workers and the union.
(3) Clarity:
There should be clarity regarding each and every aspect of the grievance procedure. An aggrieved employee must be informed about the person to whom a representation can be made, the form of submission (written or oral), the time limit for the redressal of grievance etc.
(4) Promptness:
The grievance procedure must aim at speedy redressal of grievances. The promptness with which a grievance is processed adds further to the success of the grievance procedure.
Since justice delayed is justice denied, the procedure should aim at rapid disposal of the grievances. Promptness can be ensured in the following ways:
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(i) As far as possible the grievance should be settled at the lowest level.
(ii) There should be only one appeal.
(iii) Time limit should be prescribed and rigidly enforced at each level.
(iv) Different types of grievances may be referred to appropriate authorities.
(5) Simplicity:
The grievance procedure should be simple. The procedure should consist of as few steps as possible. If there are too many stages in the procedure, too many forms to be filled up, too much going around etc., the very purpose of the procedure is defeated.
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Instead of resorting to the formal procedure, an employee may ignore it. Information about the procedure should be communicated to the employees.
(6) Training:
The success of the procedure also depends upon imparting training to the supervisors and union representative in handling grievances. This will help to ensure effective working of the grievance procedure.
(7) Follow up:
The working of the grievance procedure should be reviewed at periodical intervals by the HR department. The department should periodically review the procedure and introduce the essential structural changes making it more effective.