Taking Action: How to Report Workplace Issues to HR

The Lowdown

In the workplace, you might encounter challenges like discrimination, bullying, harassment or retaliation. Should you find yourself facing these issues, one of the best things you can do is approach the human resources (HR) department at your place of employment.

Typically, HR is responsible for handling employee relations, ensuring a safe and equitable work environment, and implementing and enforcing company policies with which employees and management must comply. While it can be scary or nerve-wracking to approach HR about such sensitive and potentially distressing issues, it’s important to remember that their role is to support employees and help resolve conflicts.

The Legalities

Each country has its own laws, regulations and policies regarding employer/employee rights and HR procedures, so familiarise yourself with these as much as possible before taking any action. This information should be made available (and emphasised) in your job contract, training videos, employee handbooks, etc.

Furthermore, familiarise yourself with the HR department’s policies on anonymity. For instance, you might have the option to report your concerns without revealing your identity. Alternatively, when preparing a statement or meeting directly with an HR representative, you could request full confidentiality.

What You Need to Do

If any conflict or legal issue arises at work that requires HR’s intervention, you should follow these essential steps:

1. Document Everything

To support your case, you are encouraged to gather as much evidence as possible, especially if you plan to file a complaint (or if the matter is taken to court).

Do this by taking pictures of emails, phone messages, notes and other documents containing discriminatory, harassing or retaliatory material. Additionally, it’s advisable to write down details regarding who was present during the incident(s), eg. yourself, the perpetrator, and perhaps a colleague who witnessed it, when it occurred and where.

Recording the incident using a phone camera or an audio app is also useful. However, this is incredibly risky and could potentially escalate the danger levels if the perpetrator is aware of it. Remember, your safety is a top priority.

2. Prepare Your Statement

Before meeting with HR, prepare a concise but comprehensive statement that outlines your experience. Additionally, you can request anonymity if you feel uncomfortable disclosing your identity or if you fear further retaliation.

Typically, the statement should disclose the following: the purpose of the meeting; a description of the incident or issue that occurred; how it has had an impact on you professionally and personally; the names of colleagues who witnessed it and can corroborate your account; what steps you took to address the situation (such as talking to the perpetrator or reporting to your supervisor); and the resolution you are seeking from HR.

Be honest and objective, focusing on facts rather than emotions. Make sure to keep a copy of the statement for your records.

3. Schedule a Meeting

After you have collected all the required documentation and prepared your statement, arrange a meeting with your HR representative. Make sure to convey that you are looking for assistance regarding a serious issue and state your preference for confidentiality during your conversation.

4. Be Specific

During your meeting, explain the issues that you’re facing. Share your documentation that supports your claims, and be direct about the impact the situation has on your work and well-being.

For example, you received a discriminatory email from a colleague a month ago. Despite your efforts to address the issue through conversation, they have persisted in sending you discriminatory messages (which you can show to the HR representative as proof). As a result, you have experienced significant anxiety, which has greatly affected both your work productivity and your day-to-day life.

5. Express Your Desired Outcome

After detailing your concerns, take this chance to express what resolution you are looking for, whether it involves mediation, training, policy modifications or other measures. Clearly communicating your expectations can help HR address the situation more effectively.

Additionally, you could request immediate protections, such as adjustments to your work schedule, a transfer to a different department, or assurances that you won’t have to work alone with the perpetrator in question.

6. Follow Up

After your initial meeting with HR, follow up in writing to summarise what was discussed and any actions that were promised. This provides a record of your communication and can ensure accountability.

Thereafter, inquire about any developments or measures taken in response to your concerns. This shows that you are proactive and serious about the issue, and it keeps the lines of communication open with HR. Suggest a follow-up meeting or check in after a reasonable time period, such as two weeks.

As always, remember to maintain a professional demeanour. This will help to reinforce your credibility and demonstrate that you are handling the situation responsibly.

7. Seek External Support

If your concerns are not resolved internally, consider seeking support from external resources in order to escalate the matter.

This could involve consulting with a union representative, reaching out to a lawyer – with the relevant knowledge of labour relations legislation – who specialises in workplace issues or submitting a formal complaint to the labour court. These professionals can provide you with guidance on your rights and potential next steps.

You could also explore whether there are counselling services available to you, either through your workplace or externally. Speaking with a mental health professional can help you navigate the emotional impact of the situation and develop coping strategies.

Make HR Work For You!

Navigating workplace challenges can be daunting, but knowing how to effectively engage with your HR department is crucial for addressing these issues. By following these steps, you will not only empower yourself to seek the support you need, but also ensure a sense of safety and security for you and your colleagues.