Hi:
First, I think that you should look into the “negative comments” made by current employees. They may have legitimate grievances - harassment, safety and health concerns, general working environment, etc. Obviously, you can’t address and rectify all concerns/ issues, just the ones that are legitimate, non-productive, and in the best interests of the company to control.
I think a meeting (no more than one hour) with small groups of employees - 10 - 15 per session would seems appropriate.
Start the meeting with a brief statement of why it was called -
“It has come to management’s attention that employees have concerns about the working conditions or other matters affecting production, safety, and or morale of the organization. We want to address the
legitimate concerns so that we may function in an atmosphere of mutual harmony and serenity. You may openly state your concerns now and I will try to respond as best as I can. If I don’t have an answer, I’ll get one and get back to you.”
“Or, if you prefer, write down your issues, you don’t have to sign your name, and send it to me. I will publish the issues and responses [weekly, bi-weekly, monthly]. All names will be withheld.”
“In addition, you can input some suggestions as how management may address productivity, and safety within the organization. If you idea is implemented you will be given recognition and a prize at a monthly presentation meeting..”
“The only constraint is that the inquiry/suggestion be related to production, safety, or morale. Any issue such as pay or benefits, personal harassment, violation of rules, threats, or the like is not a valid issue for the “morale box”. These issues should be taken up with your immediate supervisor, or HR.”
“In the next few months we will be developing an Employee Attitude Survey, which will be mailed to your homes with a return envelope. The completed surveys will be processed and the results given to Senior Management for consideration.”
“Are there any questions? Does anyone want to volunteer an issue or concern?"
(After all questions/concerns have been addressed, or time runs out close the meeting by saying “That’s all we’ve got time for now, but remember that there is an avenue for you to relay your concerns.”)
On the other hand, there are those “5% - 10%‘s” in every organization who are not happy unless they are venting about something or other, usually some minor point. Unless the negative comments cross the line between general grumbling and insubordination, severe discipline is not warranted.
Determine the substance and extent of the comments, as well as the person(s) responsible and hold counseling sessions. Merely counseling the employee(s) as to the negative impact his/her comments are having on the co-workers and the organization, as well as the negative consequences which could befall him/her should resolve the problem.
Bill Kuzmin
PALADIN Human Resource Consulting