This topic was covered in a recent interesting article on the Harvard Business Review website. The article highlighted that team members' communicating about a problem does not necessarily mean they are complaining.
Communicating in the right way will help create an environment without fear of pointing out problems; at the same time, there will be no room for complaints. This requires three steps.
1. No fear
Consider your own behaviour and modify it so your staff are not afraid to tell you even unpleasant things. Remember that solving problems is only possible if you know about them. Don't treat subordinates who talk about problems as if they were incompetent whiners.
2. Factual description
Explain to your staff the difference between complaining and raising legitimate concerns. Teach them to formulate problems factually. An objective description of a problem must include specific facts and assessments of its causes and consequences.
A team member who describes a problem should also assess their own role in that problem and try to identify deeper contexts, such as a lack of resources or information, work processes, timing, etc.
3. Right person
Based on the factual description of the problem, consider whether the notifier can solve it. Maybe that person only needs your approval or wants to hear your opinion on the solution.
If it is a wider issue, find a more suitable person to solve it. Often it will require more people working together. And sometimes your own participation will be necessary.
-kk-