When employees use AI to raise a grievance

By Sarah Buxton

I recently joined Chris Barrow on his Conversations with Chris podcast, where we discussed how Artificial Intelligence (AI) is changing the HR issues employers face. One topic stood out as worth exploring here: employees using it to write grievances.

For practice owners and managers, a 30-page grievance filled with legal language can be unsettling. You may struggle to identify the actual complaint, let alone know how to respond. A document can sound authoritative while giving you very little clarity about what has happened.

I am seeing more employees turn to AI for help with what to say and what to do. Someone who previously knew little about employment law can now produce a lengthy complaint. That is changing the way we need to manage concerns and support employers.

A computer does not understand what has happened in your practice. It works from the information it is given, and the person submitting the letter may not fully understand everything it contains. The wording needs to be checked against the events and evidence.

Narrow the issues

My advice is to bring the discussion back to the issues. As I said on the podcast: “tell me truly what your complaint is about and how you would like that resolved”.

Ask the employee to explain their specific concerns and the outcome they want. If the correspondence is unclear, request clarification or talk it through at a grievance meeting. This gives you something meaningful to investigate and respond to.

The purpose of a grievance procedure is to resolve a workplace problem. Understanding what the individual is asking for helps you focus on the matters that need attention.

Keep the process fair

That does not mean dismissing a complaint because it appears to have been written by AI. The concerns still need to be taken seriously. Asking for clarity should help you handle the grievance properly, while following your procedure and the ACAS Code.

Give the employee an opportunity to explain what has happened, consider the evidence and keep a written record. Explain any right to be accompanied at the meeting. Communicate your decision in writing and explain how they can appeal. Technology does not remove those responsibilities.

Having the confidence to ask someone to clarify a lengthy grievance can be difficult when you are already juggling a busy practice. This is where access to HR support backed by employment law can help you decide how to respond and keep the process moving.

Put the foundations in place

My wider message from the conversation was the importance of having the right foundations in place. Clear contracts, policies, procedures and training give you a stronger starting point when concerns arise, alongside someone qualified to help you work through them.

If this topic has raised questions about an employee concern, our team can help you understand your options. Get in touch on 0330 088 2275 or info@buxtoncoates.com.

This information is not intended to be used as a substitute for specific legal advice. Please seek advice on your individual circumstances.