Conflicts in the Workplace - How to Resolve or Avoid Them

Clear Communication Can Avoid Conflicts in the Workplace- Are a Good Communicator?

Dealing with conflicts is a fact of life, both personally and professionally. How you react to those conflicts has a huge impact on you career, family life, personal relationships, stress level and ultimately your health. Understanding the common causes of conflicts and recognizing the signs early are critical to a successful and positive outcome for all parties; thereby avoiding the conflict altogether or at least minimizing its impact. Here you will learn the signs of conflicts which are the indicators, beginnings of conflicts; when conflict is destructive and when it can be constructive (and yes it is possible to have a positive and constructive outcome in a conflicting situation).

Get to the root of it! The first step is to determine what the cause of the conflict is. There is a wide variety of issues that can lead to a conflicting and tension filled environment; such as personality differences, different work styles; and lack of communication skills. Let’s say you are a manager of a department “team” where you oversee several staff members who are a diversified group in many aspects, from work style to education level and very different personalities. As the manager, and someone who the teams looks to for leadership and direction, it is your job to learn to recognize the signs of potential conflicts and find solutions that offer a positive outcome for the entire team.
Beginnings of conflicts:

• Poor communication- this is one of the most common causes of conflicts.

• Power seeking individuals- we have all known someone in life who seeks power for themselves without concern for the effect of the team or their co-workers.

• Weak leadership- having weak or ineffectual leadership can lead to dissention among the ranks. All teams need a effective team leader to be productive and successful.

• Change in leadership- sometimes change can be a hard pill to swallow; however through open communication and clear goals and objectives change can be a positive thing to happen.

Conflict indicators & their effects:

• Body language- our body language can speak volumes without any verbal contact. Be aware of defensive and aggressive body language.

• Disagreements in any form, for any reason.

• Withholding bad news- it will only get harder to break the news, get it over with and out in the open so everyone can move past the issue.

• Surprises- surprises can be a good thing if you are the kind of person who likes them. However, in the workplace it can be detrimental, try to avoid surprises by keeping everyone informed of any changes, especially ones that have a direct impact on them. Keep open communication with all team members on all matters large or small.

• Voicing disagreements publicly or through the media- Disagreements of any nature should always be dealt with between the parties affected or involved, without outside interference.

• Differences in personal values- We have all our own sets of values, and it is human nature to feel as our values and beliefs are best. In the workplace it is best to respect everyone’s personal values whether or not you agree with them. It is okay to agree to disagree, just do not let it detract from team productivity and attitudes.

• Lack of respect- Adhere to the old adage ‘Do unto others as you would have them do unto you.’ Everyone at every level deserves respect, no matter what a person’s social status, education level, or career stage should be respected as an individual in their own right.

• Lack of clearly set goals- We all need goals, something to reach for. Team goals should be discussed openly; setting goals as a team as well as developing a plan of action on how to achieve those goals. Promoting your staff’s creativity will only produce positive results. By nature people are more supportive of what they have a hand in creating. Maintain consistent team discussion on the progress of the team’s goals.

Negative of Destructive Results from Conflicts:

• Undermines team morale (as well as individuals);

• Increases differences and can lead to irresponsible behavior;

• Takes attention away from the team’s goals and other important activities;

• Decreases productivity.

How can you avoid and/or resolve conflicts? Following are tips to avoid, or at the very least, minimize conflicts in your working environment.

• Communicating, Are We On The Same Page?- When communicating to your team it is important to be clear in your message, be specific in your expectations for the team as a group, as well as individuals. Think carefully about the message you want to convey and the best possible way to get your message across so that you avoid any possible misinterpretations, miscommunications or misunderstandings. Always allow for a Q & A session at the end of your meeting. Each team member should walk away from your meeting with a clear sense of their duties and what is expected of them. (For more detailed tips on improving your communications skills check out The Great Communicator- Do You Communicate Effectively?)

• Open Door Policy- As a manager you should let your staff members know that you have an open-door policy, make sure you are approachable and understanding to your employee’s concerns. Treat everyone with respect, and always offer to spend time with anyone who may need ‘face time’, such as time with you as their supervisor where they can feel comfortable getting things off their chest so to speak. This time can be a great stress relieve and could possibly be a key factor in avoiding conflicts.

• Management Style- Are you a reactive manager or predictive manager? The difference between a reactive and predictive manager is the reactive manager solves problems as they occur; and a predictive manager tries to prevent problems or conflicts from arising in the first place. (To learn more about these management characteristics check out Management Styles - What Type of Manager Are You?)

• Regular Team Meetings- As a manager it is your job to train, guide and mentor your staff members. A manager should make it a priority to have regular team meetings where you discuss any possible issues or concerns from staff. Review team goals and progress towards those goals. Discuss any roadblocks or barriers that arise, request input from staff members for suggestions on what they feel they need to break down the barriers and remain productive. It is the manager’s responsibility to remove barriers; however a smart manager seeks input from staff, those who are involved in the ‘hands-on detailed functions’ on what they see as barriers. Remember that is okay, and even healthy, to have varying viewpoints, learning to compromise is the key to a positive outcome for all.

• Address any conflicts head on- Do not let conflicts fester into something out of control. Allow all people involved in any conflict or dispute to explain and clarify their opinions on the issue at hand. Identify the ideal outcome for all involved; work together to determine what can be done to achieve the goals of the team as a whole. Determine if the end result is worth the time and energy that will be expended, and is it worth everyone’s time.

• Set Goals- In a team environment where it takes multiple team members to be successful and reach their goals, then it makes sense to involve the whole team when setting the goals. (For more on goal setting see the following article- How to Set Your Team Up For Success).

• Discourage gossip- Office gossip is a surefire way to ignite hostilities and conflicts among employees. Discourage your team from getting on the gossip treadmill; encourage them to come to you if they need to talk, get anything off their chest that may be bothering them.

• Provide training- Providing training to employees not only benefits the employees, but also the team and company as well. It has been proven that a well trained staff (and well informed) is a much happier and productive team. Work with your HR Department to establish appropriate training programs for all staff members. Besides the essential job skill training, it would be helpful to provide training in areas such as conflict resolution, and other empowering type training. Teach them how to behave the way you expect them to behave. Providing training and coaching your team in learning and using good communication skills will empower your team members and will produce a more harmonious and productive environment.

• Praise achievements- Recognizing and giving praise for achievements, no matter how large or small, of staff members, shows that you notice their efforts, and that you appreciate them. Employees who feel valued and appreciated are more likely to keep pushing themselves to improve.

Staff is a company’s largest investment and can be their largest asset. Invest the time and money on proper and effective training for your staff members at all levels. Empower them to give the job their very best. It will be the best investment you ever make!