Kingfisher Garden Center Employee Relation Policy Report 2022

Running head: KINGFISHER GARDEN CENTRE EMPLOYEE RELATIONS POLICY
KINGFISHER GARDEN CENTRE EMPLOYEE RELATIONS POLICY
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1KINGFISHER GARDEN CENTRE EMPLOYEE RELATIONS POLICY
Table of Contents
Introduction................................................................................................................................3
Discrimination, harassment and bullying...................................................................................3
Grievances and complaints........................................................................................................5
Performance development and improvement.............................................................................7

2KINGFISHER GARDEN CENTRE EMPLOYEE RELATIONS POLICY
Introduction
Kingfisher Garden Centre is a company that has been dedicated to gardening services
and products for customers who have been passionate about the practice of gardening. The
organization has a specific code that has to be followed by it for the purpose of sustaining the
organization in the long run. The main objective of the organization is to make sure that the
organization gains an annual growth at the rate of 10% every year. Employees, and other
teams like supplier teams, that the organization works with, is recognized as vital for the
organization and it is for this reason that it aims at maintaining good relations with them all,
and also by making sure that only the best employees are recruited for the job that is required
by the organization1. This is just the overview of the several values and objectives that the
organization has. It is for this reason why this report outlines the strategic policies and
procedures pertaining to three distinct aspects of employee relations that include
discrimination and harassment in the workplace, grievances and complaints, and also
performance development and improvement.
Discrimination, harassment and bullying
The organization has to be aware that discrimination, harassment and bullying in the
workplace could come in many forms that could simply arise in the form of stakeholder
politics, or even take more notorious forms such as sexual harassment. The first thing that has
to be noted in this regard is the fact that once an employee feels that he or she has been
harassed, bullied or discriminated by any entity in the workplace, an official mail has to be
sent out to the Human Resource Management team on an urgent basis, claiming either, two or
all of the three to have victimized him or her. It has to be noted that the employee in this
regard that at this point, the employee simply has to make sure that the mail is kept absolutely
1 "Kingfisher Intranet - About us", in Didasko-online.com, , 2019,
<http://www.didasko-online.com/kingfisher/about-us.php> [accessed 31 August 2019].

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subjective, without the mention of the name of the name of any employee, or the
circumstance of the whole situation. Addressing the HR manager, the mail has to identify the
type of victimization that has taken place against him or her, and has to request for an
appointment with the HR manager as a concluding sentence. The subject line of the mail has
to be, “Complaint against discrimination/harassment/bullying.” This highly objective nature
of the mail is aimed at protecting the employee from being influenced by anybody, who
might get to know by any chance that an allegation has been made against a particular
employee in the organization.
The HR manager has to be able to make sure that such mails are searched up for,
twice a day, and these mails have to be treated on an urgent basis, excluding contract
renewing mails and mails from senior management. These mails have to be reviewed and an
appointment has to be scheduled by the HR manager with that employee. Accordingly, the
HR manager would be requiring to reply on that mail, with an acknowledgement and regret
for the inconvenience, along with a date for the appointment to take place.
The employee has to be then able to confirm to the mail, and appear for the
appointment with the HR manager. It is to be noted in this regard that to be present in the HR
manager’s cabin for the appointment, is the individual responsibility of both the HR manager
and the employee. Being unable to turn up for the same could lead to a mail to the senior
management about the irresponsibility of the other party, unless negotiated otherwise.
The entire report has to be well documented by the manager, and close associates of
the accused have to be interviewed by the HR manager casually, while keeping the name of
the supposed victim anonymous.
If the previous step does provide strong evidence for the accusation, the next step
would be to pressurize the accused, while also revealing the name of the supposed victim in

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this stage, while warning that any threats to the supposed victim henceforth, would lead to
immediate termination of the employee. However, if the evidence from the previous section
is found to be weak, the employee would be asked to justify himself or herself, while also
keeping the name of the accused anonymous.
If despite strong evidence, the employee keeps refusing to admit his or her fault, there
would be a joint meeting with the supposed victim and the accused. If during the
investigation, the allegation was a proven conspiracy against the accused, the supposed
victim would be immediately terminated from the organization.
However, if the accused is proven to be guilty, there would be a penalty for different
circumstances. For prolonged sexual harassment, or even an instance of it, the accused would
be immediately terminated. For an instance of unjustified harassment, the accused may be let
go under certain circumstances with warning, or may be fined an appropriate amount from
his or her pay. In case of a prolonged case of unjustified harassment, the accused would be
fined a hefty amount from his pay, and might even be suspended, depending on the situation.
In case of an instance of bullying, the accused may be let go with an official warning, while a
prolonged case of the same would lead to a fine from the pay of the employee, along with a
suspension, if applicable as per the situation.
Grievances and complaints
For the purpose of making sure that the environment of the workplace is sustainable,
it has to be ensured that there is a democratic approach that is adopted for addressing the
needs of the employees. For this reason, it has to be made sure that suitable methods of
gathering feedback about complaints and feedbacks are taken from the employees on a
regular basis. It is for this reason why there are a range of procedures that have to be followed
for the same.

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 Skip level meetings: In this, managers and executives interview employees two levels
below them in the hierarchy, asking about their feedback and reviews about their
work experiences and expectations.
 Conducting exit interviews also provide insights into employee difficulties and
expectations.
 Stakeholder meetings must have a separate sessions for open ended questions, in
which every stakeholder pitches in their idea or feedback regarding a particular aspect
of the operations.
 Workplace reviews could be done through surveying employees through their official
emails.
The specified methods of collection of information about the grievances and complaints
have to be undertaken on the 1st, 7th, 15th, and 21st of very month respectively. Upon the
completion of this method every month, on the 26th of every month, and evaluation process is
to be undertaken on the data that has been collected from these processes. The main thing that
has to be done prior to this is to make sure that all of the information that has been gathered,
is well documented. On the 26th of every month, particular pieces of information about
grievances and complaints have to be identified which have occurred in the highest
frequencies. Following this, a data sheet has to be created, listing out the issues facing the
workforce on a regular basis, and those that need urgent attention. The department
responsible for this entire task from data collection to evaluation, is none other than the
Human Resource Department. This data sheet is then forwarded to the senior management
team for review, post which the data sheet is forwarded to the board of directors, who would
understand the urgency of each of the listed situations, and make recommendations and
allocate resources to the relevant departments accordingly.

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Recommendations and information about resource allocation is to be communicated to
the senior management team via an official mail. A follow up report on the same has to be
sent to the board of directors by collecting responses from the concerned managers or leaders
from every department by the senior management team, which has to be forwarded to the
board of directors for review, to help them know how much the action plan for a proposed
change has been effective.
Performance development and improvement
The first thing that has to be noted regarding this policy is the fact that upon
performance evaluation, if any employee is found to be underperforming for a very long time,
the first choice of action should never be to terminate the employee straight away. This is for
the purpose of making sure that employee relations are well kept and employee morale of the
workforce is kept high.
The following alternatives could be considered before terminating the employee:
 Asking for the employee’s difficulties, and informing the immediate boss/leader of
the employee to ease those difficulties.
 Demonstrate the best way to get a particular work done, by taking a long session.
 Possibly training the employee to acquire some required skills.
Apart from this, even a productive employee may have a few areas where he or she would
want to improve on for the purpose of having a better career and have a better opportunity in
the company in the future. It is for this reason that the main thing that has to be done in this
regard is to make sure that there is a separate work related survey questionnaire that is sent
out to each of the employees at their official email addresses. This questionnaire has to be
involving all of the aspects of work, and incorporate questions related to all of the skills that
are required for the purpose of their jobs. There could be separate questionnaires for this

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reason, aimed at employees from different departments. The ideal platform for these
questionnaires would be Google Forms.
The results of this survey have to be evaluated, and analysed, to document the areas in
which employees need the most assistance. An employee skills and special skills assistance is
to be set up, where employees struggling with minor skills issues could go and develop their
required skills. On the other hand, employees who majorly vote for specific skills, would be
given opportunities to develop their skills and eliminate their difficulties at work, owing to
the responses gathered from the survey. Specific training programs would be designed based
on the skills that have to be developed, and the time period of them, including the scheduling
and budgeting is to be carried out by the Human Resource Department.
The communication process involves the senior management team retrieving the data, and
forwarding it to the board of directors for resource allocation, and instructing the senior
management team with the appropriate information on the same. After the completion of each
training program, the performance evaluation report of each employee is to be sent to the
senior management team by the relevant team leaders, post which, it has to be assessed how
much the training programs were effective. The information on the training programs have to
be communicated to the employees by the Human Resource Department, and the names of
the interested participants for the programs have to recorded by replies on the same mail
chain. Updates on the training programs and latest developments involving the same have to
be also made sure to be communicated to the employees by the Human Resource
Department. Overall, it is the responsibility of the Human Resource Manager to follow up
with the training programs and accordingly communicate the relevant information to the
relevant stakeholders.

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The inability of abiding the mentioned policies under any circumstance, would be
blamed upon the senior management team.

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Reference
"Kingfisher Intranet - About us". in , , 2019,
<http://www.didasko-online.com/kingfisher/about-us.php> [accessed 31 August 2019].