Organizations and institutions are prone to conflict like any other business, even if said organizations/institutions are nonprofit. Resolving conflict in an organization can require more time if the issue involves multiple employees, employees and managers, or other parties.
To help you deal with organization-related conflict in a timely manner, review the following suggestions.
Free Consultation for Workplace Conflict1. Don’t Wait to Address the Issue
Skirting the problem never, ever makes it go away. Depending on the nature of the issue, ignoring it can be viewed as pardoning the guilty parties, if applicable. Addressing the problem as soon as possible indicates your readiness to resolve conflict and move on, which those involved will appreciate.
No one wants to feel ignored, dismissed, or undervalued, and ignoring a workplace conflict can cause all of these feelings. By tackling the issue immediately, you will earn the respect of your colleagues and help them feel “seen” and valued, which they deserve.
Prompt action demonstrates strong conflict resolution skills and a commitment to solving problems. It is essential to approach the situation with tact and objectivity, ensuring all parties feel heard. If you cannot act immediately, acknowledging the issue can make a significant difference.
You could send a message such as, “I understand there is a conflict among [x parties]. While I cannot address the problem today, I have time tomorrow and the following day to discuss it. Please review the following blocks of time and let me know what works for you. Again, my apologies for the delay, and I hope to have this issue resolved promptly.”
Using effective strategies and clear communication helps to effectively manage conflict. Whether it is a minor dispute or a larger disagreement, addressing it quickly reduces tension and sets the stage for collaborative problem-solving. When done right, this approach fosters trust and encourages solving problems together as a team.
2. Clarify the Source of the Conflict
Understanding the root cause of a conflict is crucial for determining how to resolve it effectively. Misunderstandings, resource limitations, and clashing goals are common sources of disputes, but every situation is unique. Taking time to clarify the issue ensures the resolution process addresses the real problem, not just its symptoms.
To begin, gather as much initial information as possible. Start by setting ground rules for discussions to ensure that all parties involved feel comfortable and respected. Encourage open communication by inviting everyone to share their perspectives honestly and objectively. This step allows you to gauge the severity of the issue and identify who needs to be included in the resolution process.
Certain conflict resolution strategies can help balance differing viewpoints. For instance, adopting a compromising or collaborating approach promotes fairness and fosters a mutually beneficial solution. These styles are particularly useful when trying to find common ground without escalating the disagreement further.
Additionally, assessing the seriousness of the dispute is essential. For minor issues, encourage employees to resolve their own conflicts directly. However, for more significant problems, consider involving HR or even outside mediators. Having a clear understanding of the root cause empowers you to manage conflict effectively and ensures the right steps are taken.
Strong conflict resolution skills also involve maintaining neutrality and remaining empathetic during discussions. By focusing on solving the problem rather than assigning blame, you can create an environment where collaboration thrives. Addressing the conflict with a structured and fair approach not only helps to resolve conflict efficiently but also strengthens workplace relationships.
Mastering conflict management begins with understanding and addressing the root cause. When handled properly, even complex workplace conflict can lead to improved team dynamics and long-term success.
3. Determine if HR Involvement Is Warranted
Some conflicts require the expertise and neutrality of the Human Resources department. Issues such as bullying, racial discrimination, religious intolerance, or sexual harassment are particularly sensitive and must be escalated to HR professionals.
Addressing these matters promptly ensures the organization maintains a safe and respectful environment for all people involved. When HR steps in, they can conduct investigations, mediate discussions, and recommend appropriate actions to resolve the situation effectively.
If an employee files a complaint, HR often needs about two weeks to gather statements, review evidence, and propose solutions. During this time, it is important to communicate openly with the parties involved to reassure them that the matter is being handled with care. For severe infractions, HR may recommend disciplinary actions, including pay suspension, mandatory training, or, in extreme cases, termination.
Involving HR demonstrates a commitment to fairness and conflict resolution. Employees witnessing or experiencing these issues need to feel their concerns are taken seriously. Moreover, HR’s role is not just to mediate but also to ensure long-term positive outcomes by fostering policies that avoid conflict and reduce the likelihood of similar incidents in the future.
While minor disagreements can often be resolved informally, knowing how to resolve conflict in the workplace means recognizing when professional intervention is necessary.
Leaving major issues unaddressed can damage employee morale and the organization’s reputation. HR’s structured approach to conflict management ensures the problem is handled impartially, with clear steps toward a resolution.
By looping HR into workplace conflict when needed, you are ensuring that complex issues receive the proper attention they deserve. Their involvement not only helps to resolve conflict but also reinforces the organization’s commitment to a healthy, collaborative environment. Strong conflict management practices, guided by HR when necessary, pave the way for lasting solutions.
4. Practice Active Listening
Active listening is one of the most important tools for achieving successful conflict resolution. By focusing entirely on what the other party is saying, you create an environment where everyone feels respected and valued. This practice defuses tension and promotes effective communication by ensuring all parties have a chance to share their perspectives without interruptions or judgment.
Active listening helps individuals develop emotional intelligence, a crucial skill for understanding and managing emotions during conflicts. When you listen actively, you gain a better understanding of the root cause of the disagreement and can identify opportunities to align on common goals.
Tips for Active Listening
- Stay Objective: Begin by observing the situation and the other party’s statements without making accusations or assumptions. Objectivity ensures the discussion stays constructive rather than adversarial.
- Pause and Reflect: After someone has spoken, take a moment to reflect on what was said before responding. This shows attentiveness and allows you to problem-solve collaboratively. This pause also prevents reactive or defensive responses, which can escalate the situation.
- Use Open Body Language: Show you are engaged by maintaining eye contact, nodding, and avoiding distractions. Open body language reinforces that you are present in the communication process.
- Ask Questions: Clarifying statements or asking thoughtful questions can further enhance understanding and demonstrate genuine interest in resolving the conflict.
Why Active Listening Matters
Incorporating active listening into your conflict management approach allows you to handle conflict effectively. It reduces misunderstandings and builds trust among all parties involved. Listening with intent encourages better communication and paves the way for constructive dialogue.
Mastering this conflict style ensures that even challenging disagreements are met with compassion and conflict resolution strategies that lead to lasting solutions. Active listening is not just about hearing—it is about connecting, empathizing, and paving the way for mutual understanding.
5. Have a Private and Honest Meeting
Addressing conflict in the workplace often requires a dedicated space where all parties can communicate openly and without fear of judgment. A private and honest meeting allows individuals to express their concerns and work collaboratively toward a solution. This setting not only reduces tensions but also minimizes the negative impact unresolved disputes can have on workplace relationships and productivity.
Steps for Effective Meetings
- Ensure Confidentiality: Privacy is essential for building trust between the parties. Emphasize that the discussion will remain confidential, creating a safe space for everyone to share their thoughts honestly.
- Express a Desire to Collaborate: Begin the meeting by stating your shared goal of achieving conflict resolution. Reassure the group that the purpose of the discussion is to work together and preserve everyone’s well-being.
- Focus on Problem-Solving: Avoid assigning blame or making accusations. Instead, highlight shared interests and encourage finding a middle ground where no one party sacrifices more than they can manage.
- Listen to the Other Party: Pay attention to what each individual has to say, demonstrating respect and a willingness to understand their perspective. This approach fosters trust and keeps the conversation constructive.
Why Private Meetings Matter
Private meetings help de-escalate tensions and create an environment conducive to open dialogue. By focusing on conflict resolution and preserving everyone’s well-being, this approach ensures conflicts are addressed thoughtfully. These meetings encourage collaboration, resulting in outcomes that benefit all involved and strengthen workplace relationships.
6. Consider Professional Mediation
Perhaps the HR department does not need to get involved, but the issue is serious or concerns a wide variety of people. Utilizing the experience and skills of a professional mediator is a good idea in such scenarios.
You are less likely to feel overwhelmed and stressed, and the involved parties are more likely to be forthcoming. It is not uncommon for team members to speak openly to an objective professional compared to their managers or supervisors. They will not feel as judged and can express their true feelings about the situation.
The pro mediator might decide, in light of the conflict, to meet with the applicable parties one-on-one before having a group discussion. After this individual hears everyone’s story, they provide solutions that hopefully satisfy all parties. You might want to keep the mediator on retainer to solve future conflicts in a timely and satisfactory manner.
7. Determine a Goal and Develop a Plan
To resolve conflicts effectively, it is essential to turn disagreements into opportunities for collaboration. By setting a shared goal and developing a clear action plan, teams can move forward in a focused and productive manner. This approach ensures accountability and fosters trust among all parties involved.
Key Steps for Developing a Plan
- Identify Specific Objectives: Start by defining what success looks like for everyone. Acknowledge the feelings and concerns of each party, and work to establish a shared goal that prioritizes the well-being of the team. This step ensures all participants are aligned and motivated to move forward.
- Assign Roles and Responsibilities: Create clarity by outlining what each team member needs to do to contribute to the resolution. Whether it is taking actionable steps or reevaluating past experiences, assigning clear responsibilities helps maintain focus. If necessary, consider whether disciplinary action is warranted to address harmful behaviors.
- Set a Timeline for Follow-Up: Include checkpoints in the plan to revisit the progress. Schedule meetings to discuss how the plan is working and to make adjustments if needed. This keeps everyone focused on long-term solutions rather than quick fixes.
- Encourage Compromise: Collaboration often requires flexibility. Encourage all parties to make a compromise where needed, ensuring a balanced resolution that benefits the entire team.
Why Goals and Plans Matter
Taking time to create a thoughtful plan improves decision-making and ensures conflicts are addressed constructively. By fostering collaboration and accountability, this process transforms disagreements into opportunities for growth and stronger workplace relationships.
8. Evaluate Progress and Identify Key Takeaways
Reaching an agreement is only part of the conflict resolution process. To ensure long-term success, it is essential to evaluate progress and gather insights for future improvements. Regular follow-ups not only maintain accountability but also foster trust and prevent unresolved issues from resurfacing.
Post-Resolution Strategies
- Schedule Follow-Ups: Plan regular check-ins to review how well the solution is working. These meetings provide an opportunity to assess progress, address lingering concerns, and make adjustments if needed. Consistent follow-ups demonstrate a commitment to lasting resolution.
- Identify Lessons Learned: Reflect on what went well and what could have been handled differently. By analyzing the resolution process, you can pinpoint effective strategies and areas for improvement. These lessons serve as valuable tools to prevent similar conflicts from arising in the future.
- Encourage Feedback: Invite everyone involved to share their thoughts on the resolution process. Honest feedback ensures all voices are heard and helps refine future conflict management practices. It also fosters open communication and strengthens workplace relationships.
Why Evaluation Matters
Conflict resolution is an ongoing process that requires reflection and adaptability. Regular evaluations provide opportunities to address potential issues before they escalate again. Additionally, identifying key takeaways equips teams with actionable insights to enhance future collaboration and decision-making.
By taking the time to evaluate progress and implement lessons learned, organizations can transform conflicts into opportunities for growth and continuous improvement.
Resolving conflict in an organization does not have to be a scary or nerve-wracking process. Being proactive about solving the problem is key and will help you develop conflict resolution skills you can always refer to.
For more about resolving conflict in an organization, please contact Pollack Peacebuilding Solutions today!
