In many UK workplaces, formal grievances are becoming increasingly common. It’s something we’re seeing more and more as we work with businesses of all sizes and across all sectors – including with Shaw Gibbs Group clients. What often surprises leaders is how many of these grievances start not as serious complaints but as small frustrations, misunderstandings, or moments where someone feels unheard. Left unaddressed, these minor issues can snowball, causing stress for employees, managers, and the wider business.

ACAS estimates that workplace conflict costs UK businesses around £28.5 billion annually. While the number is staggering, unresolved issues affect morale and productivity too. Managers may find themselves stretched, employees can feel frustrated, and team dynamics suffer, often before a formal grievance has even been raised.

Why employees raise grievances

Most employees don’t take the decision to raise a grievance lightly. For many, it’s a last resort after they’ve felt dismissed, or unsure about where to turn. When people feel they aren’t being heard, the formal process can seem like the only way to get their voice across.

Organisational culture and leadership play a big role in this. If employees see colleagues facing negative consequences for speaking up, or if managers are inconsistent in handling concerns, informal conversations can feel unsafe or even pointless.

At the same time, managers themselves are under pressure. Many struggle with how to address concerns effectively. Without guidance or training, it’s natural to hesitate or avoid difficult conversations, which can allow small issues to escalate.

The power of early conversations

Creating a workplace where people feel able to speak up is one of the most effective ways to prevent grievances. Psychological safety – the feeling that you can raise a concern without fear of blame or negative consequences – is crucial. In businesses where this exists, employees raise issues early, while they are still manageable, and managers feel confident responding appropriately.

When leaders show fairness and openness, it encourages employees to raise issues before they become formal complaints. Early conversations help maintain trust, preserve relationships, and often resolve problems before they escalate.

Our upcoming webinar will explore practical approaches to creating this environment, including building manager confidence, recognising emotional triggers and embedding early resolution into everyday practice.

Supporting managers to act early

Line managers are usually the first port of call when something isn’t right at work. Yet, many managers haven’t been trained in conflict resolution or difficult conversations, leaving them unsure how to act. Providing support is key. When managers feel confident in their ability to listen, respond, and escalate if necessary, they are far more likely to address concerns early and prevent issues from escalating.

Our conflict resolution training gives managers the knowledge and practical tools to get ahead of conflict early, understand the real risks of letting it build, and resolve it in a way that works for everyone – with actions you can put into practice straight away. We also offer a course to support managers on how to manage difficult conversations.

Making policies work for your business

Formal grievance procedures have their place, particularly in situations such as harassment or discrimination. But if a policy emphasises formal escalation above all else, it can inadvertently encourage employees to bypass informal resolution altogether. Businesses benefit when policies clearly support early conversations, showing managers and employees that raising concerns doesn’t automatically trigger a formal investigation.

Mediation, the process where an impartial third party helps people in a workplace dispute talk things through, can also play a crucial role. It gives everyone a safe space to share their side, listen to each other, and work towards a solution together. Our mediation services provide this support, helping teams feel heard, build trust and restore relationships, and prevent small issues from becoming bigger conflicts.

Taking action before it’s too late

Preventing grievances starts with understanding your workplace. Looking at employee feedback, exit interviews, absence data, and past grievance trends can reveal issues before they escalate. Supporting managers with training, guidance, and HR expertise ensures they feel able to address concerns early.

We invite you to join our free webinar, “Preventing Grievances: Building a Culture of Early Resolution and Confident Conflict Management,” on March 24 from 10am to 11am. Hosted by our Head of Learning & Development, Heidi Wadsworth, alongside our consultants, the session will provide practical strategies that leaders and managers can apply immediately to build a more open and trusting workplace. Register your place today.

If you have any questions, please contact me or a member of the Reality HR team on: 01256 328428 or email: info@realityhr.co.uk