How to carry out an Informal Meeting

For the Grievance Procedure

The below checklist is for guidance purposes only, as it is recognised that the manager will need to determine how best to manage such a meeting based on the individual circumstances of the case.

• Arrange an informal meeting with the employee wishing to raise a matter/concern, preferably via face to face communications, or phone/email.
• Choose a private location and provide adequate time to discuss/explore the issues the employee wishes to raise.

• Hold an informal meeting, confirming that this an informal meeting aimed at supporting the individual in addressing their specific concerns.

• Allow employee to explain concerns, provide any evidence or information relating to their concerns and discuss the impact these concerns are having on them and/or their role.
• Explore possible reasons/specific problems.
• Explore how issues can be addressed and what the employee is seeking in terms of a resolution.

• If applicable, agree any follow up action
• If applicable, advise of both internal and external support available to the employee (Occupational Health, Counselling etc).
• Advise that the key points of discussion/support arrangements/timescales will be noted and sent to the employee for information.
• Check if the individual wishes to add anything or has any questions to ask.
• Record summary of the discussions and any agreed actions/outcomes. (Where the employee feels that informal action/discussion has not/will not address their concerns they should be advised of the alternative approaches available i.e. informal mediation/formal grievance meeting - Providing them with a basic overview of what would be involved in either of these routes) See right-hand links to Mediation and Grievance Procedure
  
• Seek advice from HR (if necessary).
• Where informal action is to be implemented to resolve issue, arrange a follow up meeting to review the situation.

• Record summary of the discussions and share with staff member who raised concerns, e.g. any agreed actions and timescales for improvement etc., ensuring that the records are factual and constructive. (This may be held in various formats e.g. via a letter, email, form etc.)  See Informal Meeting Record Template
• Store records securely, as these may be subsequently required within later procedural stages and shared with all relevant parties, including the employee, if not done so originally.

• Check with the employee if they feel that the issue has been addressed
• If not fully, explore what else could be reasonably considered to address any remaining concerns.
• If the employee feels that informal action has not resolved their concerns, they should be advised of the availability of informal mediation, if appropriate, and the formal grievance procedure.
• Address any new issues as they arise.
• Set next review meeting, if appropriate.