Some ways that you can prevent a workplace conflict from escalating are by recognizing that the conflict has the potential to escalate before it does, creating a safe channel for communication, and documenting everything. You never know what piece of documentation will end up helping you when HR risk mitigation comes into play.
1.3 million American workers report workplace violence each year (Gitnux), and that's only a fraction of the workplace conflict figures that take place in the US. Are you dealing with workplace conflict with a fellow employee and wondering what to do about it?
There's no way to avoid workplace conflict. It is inevitable when a group of people come together with different opinions, lifestyles, and backgrounds. There are many different things that employees might argue about, like responsibilities, communication, performance expectations, workplace policies, or interpersonal behavior.
Whatever it might be, it's important to be cognizant of the ways to address such a conflict and the internal investigation steps involved if it escalates. If you don't want to deal with a long legal battle, it's important to control the conflict and assuage the other party, however you can.
Recognize Conflict Before It Escalates
The first step is recognizing when a workplace disagreement is becoming more serious. The following can all indicate that a conflict requires attention:
- Repeated arguments
- Complaints
- Communication breakdowns
- Accusations
- Declining performance
- Increasing tension between employees
Ignoring these warning signs may allow frustration to build until employees feel that formal action is their only option.
Managers and business owners should take concerns seriously without automatically assuming that one person is responsible. Early intervention provides an opportunity to understand what is happening before positions become entrenched.
Realize that there are going to be people in your workplace that aren't going to like each other, but it's important to create a safe space for all to do the work that they are assigned without feeling threatened.
Create A Safe Channel For Communication
Employees need to know where they can raise workplace concerns. This is not kindergarten where you get called names for reporting unsafe or poor behaviour. Everyone should be free to speak to HR when they feel like someone is being inappropriate or too volatile in the workplace.
Clear reporting procedures can make it easier for employees to bring problems forward before they become more serious. Depending on the organization, this may involve speaking with a:
- Supervisor
- Human resources representative
- Manager
- Designated workplace contact
Creating a professional environment where concerns can be raised without unnecessary confrontation encourages earlier communication. Listening is equally important. Employees who feel ignored may become more likely to pursue external complaints or legal remedies.
Follow active listening techniques like listening for total meaning, responding to feelings, and noting all cues.
Document Important Workplace Concerns
Documentation can become extremely important when workplace disputes develop.
Employers should maintain appropriate records of complaints, investigations, performance discussions, disciplinary actions, accommodations, policy violations, and other significant workplace events. Employees may also benefit from keeping accurate records of relevant communications and incidents involving their employment.
Documentation should be factual and professional rather than emotional or speculative. Dates, specific events, communications, and actions taken are generally more useful than assumptions about another person's intentions.
Accurate records can help establish what occurred and how the organization responded.
Investigate Complaints Fairly
When an employee makes a serious complaint, conducting an appropriate investigation can help prevent the situation from escalating.
Investigations should generally be handled consistently and objectively. Relevant individuals may need to be interviewed, documents reviewed, and workplace policies considered. The appropriate process can depend on the nature of the complaint and the organization's legal obligations.
Employers should avoid making conclusions before gathering the relevant information.
A rushed or inconsistent response can create additional problems, particularly if employees believe that complaints were ignored or handled unfairly.
Frequently Asked Questions
Why Should You Avoid Retaliation in a Workplace Conflict?
Retaliation can make an existing workplace conflict significantly more serious. It's better to deal with a workplace conflict before it becomes too big. Sitting the employees down and having them have a conversation can oftentimes result in the situation de-escalating.
Employees who raise complaints or participate in workplace investigations may have legal protections depending on the circumstances and applicable law. Employers should therefore be careful about taking employment actions that could appear to punish someone for reporting a legitimate concern.
This does not mean that an employee can never be disciplined or evaluated after making a complaint. Rather, employment decisions should be based on legitimate, well-documented reasons and handled consistently with workplace policies and applicable legal requirements.
Why Is it Important to Train Managers on Workplace Mediation Tactics?
Managers are often the first people to encounter workplace conflict. Oftentimes, though, they have no idea how to deal with said conflict because they haven't been trained, resulting in the wrong attitude or action being taken. This could result in the workplace conflict escalating into something worse than before.
Providing managers with appropriate training can help them recognize warning signs, communicate effectively, document concerns, and understand when a matter should be escalated to human resources or legal professionals.
Managers do not need to become employment lawyers. They do, however, need to understand their responsibilities and recognize situations that require additional guidance. Hiring a lawyer can also help you navigate the EEOC investigation process in Georgia.
Better training can help prevent inconsistent responses that allow relatively small disputes to grow. Corporate policy enforcement begins with the managers.
Better Employee Relation Management During a Workplace Conflict
It's time every manager in a workplace realized that even though workplace conflict is inevitable, there are ideal ways to deal with it, and non-ideal ways. If managers are trained in the matter, then they can set up better workplace mediation tactics, resulting in fewer legal issues.
Internal investigation steps should also be in place to mediate the situation before it escalates into a full-blown legal battle.
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