Whenever individuals work together toward a common goal, differences in opinions and personality clashes are inevitable. It is a challenge to have a consistent policy to manage conflict resolution in the workplace when they become frequent, prolonged or remain unresolved.
Employees spend an average of 2.8 hours each week dealing with workplace conflict. That’s not just lost time – it’s also a significant mental burden that can impact employee well-being. This is why conflict resolution in the workplace is essential.
Unresolved workplace conflicts create a stressful work environment, lowering team morale and harming the organization. In this article, we’ll explore the common causes of workplace conflict and effective conflict management strategies to resolve them.
Signs of conflict in the workplace?
There are many forms of conflict in the workplace; most of them are not obvious. For instance, certain people can choose ‘flight’ between the “fight or flight” response. They might be unusually quiet at meetings or unwilling to volunteer for new tasks. Some common signs of unresolved tension at the workplace are:
- Fewer inputs at team meetings
- Passive-aggressive behavior, such as an employee making an underhanded statement
- Increased attrition rate
- Decline in productivity
- Increased instances of complaints
When you notice these signs, you must dig deep into the matter and understand why they happen.
Common causes of workplace conflict
The first step to resolving any conflict is identifying its underlying causes. When you understand why people are dissatisfied or disgruntled, it becomes easier to work towards a solution. Psychologists Art Bell and Brett Hart identified common causes of workplace conflict in 2002 and 2009, respectively. These include:
Conflict over resources
Conflicts can arise when individuals or teams share a set of resources at the workplace. These resources could be human or otherwise. For instance, the availability of the conference room.
Conflict over different working styles
Not everyone works the same way. While some are methodical, others might follow a more intuitive route. This conflict of different working styles leads to personality clashes.
Conflict over perceptions
Similar to two people having different working styles, people can also perceive things differently. For example, someone might view a new hire as an additional resource, while another person might view it as a threat to their job or a comment on their incompetency.
Conflict over goals
Employees can have different goals, none more important than the other. When the same set of resources is used to achieve all or parts of these goals, conflicts can arise. Similarly, an employee can be given two different sets of instructions for his role from two different managers. This can lead to confusion and, ultimately, managerial conflicts.
Conflict over deadlines
When a human resource is used by two or more teams, conflicts over clashing deadlines can arise.
Conflict over roles and responsibilities
Often, employees might be asked to perform tasks outside their everyday responsibilities. If it happens too frequently, the employee in question might be disgruntled and dissatisfied, leading to workplace conflicts. Similarly, it can also lead to territorial fights between employees and passive-aggressive behavior.
By addressing these causes proactively, organizations can minimize tensions and create a culture of open communication.
Infographic recommendation: Star chart explaining different types of conflict
Why conflict management is essential for a healthy work environment
We know the signs and causes of workplace conflict. But why is it important to resolve them? Simply because it helps build a healthy work environment. Here is how conflict resolution impacts an organization’s work environment:
- Reduces stress: Workplace conflict creates a toxic work environment that eventually causes stress. Addressing these conflicts simultaneously helps create a stress-free environment.
- Enhances employee productivity: Constantly dealing with conflicts slows down employees. Employees can spend more time and focus on tasks when a conflict management system is in place.
- Promotes a cordial environment: With active conflict management, companies can promote a culture of mutual respect and professionalism.
Companies can enhance the overall work environment and employee well-being by effectively managing conflict resolution.
Types of workplace conflicts and their impact
Conflict in the workspace can take many forms. Here are the different types of workplace conflict and their impact:
- Interpersonal conflict: Conflicts between two or more employees due to differences in personality, work styles, or communication methods.
Impact: This leads to strained relationships, reduced teamwork, and a negative work environment.
- Task-based conflict: Disagreements over job responsibilities, project priorities, or differing approaches to completing a task.
- Impact: Delays in project completion, frustration among team members, and inefficiencies in workflow.
- Workload and resource conflict: Occurs when employees compete for limited resources such as office space, budgets, or manpower.
Impact: This creates frustration, inefficiency, and feelings of unfairness, potentially leading to resentment between employees or teams.
Businesses can create a productive and positive work environment by addressing these different types of conflicts.
Conflict management strategies: How to resolve conflict at work
The Thomas-Kilmann Conflict Model outlines five key strategies to resolve workplace conflict in different situations. These include:
Avoiding
This strategy is useful when neither the goal nor the relationship holds significant importance. While avoidance can prevent unnecessary disputes, consistently ignoring workplace conflicts may lead to unresolved tensions and inefficiencies.
Competing
A highly assertive but uncooperative approach, competing is best used in crises where quick decisions are necessary. While it can help in emergencies, overuse may harm workplace relationships and diminish collaboration.
Accommodating
When maintaining relationships outweighs personal goals, accommodating allows for de-escalation. However, frequent accommodation may suppress innovative ideas and discourage healthy debates in the workplace.
Compromising
This approach requires both parties to make concessions to reach a middle ground. It is a pragmatic solution when neither side can fully achieve their goals, but it may not always lead to the most effective long-term resolutions.
Collaborating
The most constructive strategy, collaboration ensures that both personal and organizational goals are met. It fosters teamwork, innovation, and sustainable conflict resolution by addressing underlying concerns and finding mutually beneficial solutions.
By adopting the right strategy, businesses can create a more open, productive, and conflict-resilient work environment.
Infographic recommendation: Action graphic highlighting different strategies to manage conflict
Best practices for preventing and managing workplace disputes
Along with strategies, here are some best practices to keep in mind to prevent and manage workplace disputes:
- Stay neutral: As a mediator, avoid taking sides. Listen objectively and help both parties find a fair resolution. Conflicts can also be growth opportunities, allowing managers to identify and develop future leaders.
- Establish a fair grievance system: When mediation isn’t enough, organizations should have both formal and informal grievance systems. Programs like Alternative Dispute Resolution (ADR) and Employee Assistance Programs (EAP) provide employees with ways to resolve disputes without excessive bureaucracy.
- Implement an open-door policy: Encouraging open communication helps employees feel heard. However, for it to work effectively, HR and management must be trained in handling grievances, and employees should understand when to escalate issues appropriately.
- Use peer reviews for disputes: In conflicts between employees and management, forming a panel that includes peers can foster trust and ensure fair conflict resolution. It signals that the organization is committed to impartial and transparent grievance handling.
Following these practices can minimize conflict and manage them more effectively.
How leaders can foster a culture of conflict resolution
Leaders play a crucial role in fostering a workplace culture where conflicts are addressed constructively. The way they handle disagreements sets the tone for the entire organization. Leading by example is key – when leaders navigate conflicts calmly, listen actively, and seek fair resolutions, they encourage employees to do the same.
A leader should also establish clear policies and processes for conflict resolution. Having a structured grievance system ensures that disputes are handled fairly and consistently. Employees should know whom to approach and what steps to take when conflicts arise. At the same time, promoting a culture of collaboration over competition can reduce friction among employees.
Conclusion
Workplace conflict can slow down everyday business operations and cause mental turmoil for employees. This makes it crucial for businesses to address them head-on and prioritize a conflict resolution system. Implementing an open-door policy, using peer reviews, and encouraging open communication are ways for businesses to manage conflicts in the workplace.
Additionally, leaders must take responsibility for navigating conflicts and promoting a culture of mutual respect and collaboration to minimize workplace conflicts.
To streamline conflict resolution in the workplace and enhance conflict management, organizations can leverage UpRaise People app. It helps businesses foster transparency, improve team dynamics, and create a more harmonious work environment through structured feedback, goal alignment and employee engagement tools.
