Conflict arises wherever there are individuals, as each person possesses their own values, needs, and habits, resulting in a potential for miscommunication, annoyance, and even more severe conflicts.
If conflict is not addressed, it can result in poor decision-making and direct conflicts, as well as instances of bullying or harassment. Collaboration deteriorates, morale decreases, and projects come to a stop. Organizations face the consequences with wasted skills, frequent employee absences, and a greater turnover rate.
Conflicts can be resolved and, in addition, result in bringing issues to light, strengthening relationships, and sparking innovation, as long as they are not ignored. This article will discuss various types of conflict, the causes of conflict, and strategies for achieving a positive outcome when facing conflicts with co-workers.
Conflict resolution definition
In general, workplace conflicts can be divided into two categories:
- Personality conflict or disagreements between individuals. These clashes are driven and perpetuated by emotions such as anger, stress and frustration.
- Substantive conflict is tangible and task-related, like the decisions leaders make, the performance of a team member, or your company’s direction.
If not dealt with, both can escalate and lead to more extensive conflict between teams, departments, or businesses. Conflict resolution is the process of identifying, addressing, and resolving disagreements or disputes among employees in a professional setting, promoting a positive and productive work environment.
What causes conflict at work
The following are among the most frequent causes of workplace conflict:
- Unclear responsibilities. Some team members may feel they do more work than others, or resent those who seem to have fewer responsibilities. Blame and frustration can build due to duplicated work or unfinished tasks.
- Competition for resources. Time, money, materials, equipment, and skillsets are finite resources. Competition for them can lead to conflict.
- Different interests. People may focus on personal or departmental goals over organizational ones. Or be held up and frustrated by others who they rely on to do their jobs effectively.
Conflict resolution strategies
If you ever find yourself in a conflict situation, you can use the following five strategies to efficiently and effectively resolve disagreements.
1. Raise the issue early
If you remain silent, resentment will grow. However, discussing the matter with others initially can contribute to the spread of rumors and misunderstandings.
If you’re having a disagreement about the thermostat or feeling like you’re being micromanaged, it’s important to directly communicate with the other person involved. However, if you’re hesitant to do so because you fear it could escalate the problem, it’s advisable to first discuss the issue with your manager or, if the other person involved is your manager, with the HR department.
By thinking step by step, rephrasing the text without adding or removing information, and maintaining assertiveness without aggression, we can foster an open and encouraging environment for others to express themselves openly. This approach enables us to identify and address the root cause of a problem before it worsens.
2. Manage your emotions
To ensure that you handle the conflict appropriately, it is crucial to select the right moment for discussing it with the other person. Expressing your anger may lead to unwelcome consequences and worsen the situation, so it’s important to exercise caution. Rather than engaging in a blame game, it is advisable to remain calm and composed. Take a moment to gather yourself and then inquire, “What is your desired outcome here?”, “What difficulties are you facing?”, and “What specific outcomes do you wish to see?”
3. Show empathy
When engaging in a conversation about a conflict, it is instinctive to prioritize expressing your own viewpoint rather than actively listening to the other person. However, when both individuals engage in this behavior, the conversation becomes repetitive and without progression.
Instead of adding or removing information, ask the other party to explain their perspective and how they plan to resolve the issue. Show empathy and try to understand their point of view. This is crucial in negotiations as it cultivates mutual respect and understanding, leading to a satisfactory outcome for both parties.
4. Practice active listening
In order to identify the source of the conflict, active listening is necessary.
- Paraphrase the other party’s points to show you’re listening and really understand them.
- Look out for non-verbal signals that contradict what they are saying, such as a hesitant tone behind positive words. Bring these out into the open sensitively to address them together.
- Use appropriate body language, such as nodding your head, to show interest and to make it clear that you’re following them.
5. Acknowledge criticism
When receiving feedback from others, it is important to acknowledge that certain aspects of what they say might be hard to handle. Nonetheless, it is crucial to remember that any criticism or constructive feedback is focused on your job behaviors rather than your personal qualities. This perspective will allow you to approach the feedback with an open mind and utilize it as a tool to pinpoint areas in need of improvement, excel in future endeavors, and foster personal growth.
6. Find a safe and private place to talk
When contemplating and inquiring, numerous individuals frequently ponder, “How can one go about resolving problems in a peaceful manner?” In order to engage in a productive dialogue, it is imperative to locate a secure setting to engage in conversation. Such a setting should also foster an atmosphere where you can undertake the essential risks associated with open and truthful communication regarding the current matters.
Before attempting to resolve any problem, it is important to locate a secure and secluded area for discussion. It is recommended to avoid selecting the office of either party or a nearby location. Additionally, during this designated place, it is crucial to allocate sufficient time for each party to express their perspectives on the matter.
7. Clarify what is the source of conflict
To begin resolving conflict, it is important to first clarify where the conflict originated. By defining the source, you can gain a better understanding of how the issue escalated. This will also help you secure agreement from both parties on the nature of the disagreement.
In order to achieve this, it is necessary to engage in discussions to identify the unfulfilled needs of both parties involved in the issues. Additionally, it is crucial to foster mutual understanding and ensure that comprehensive information is obtained regarding each party’s perspective. Keep asking questions until there is a satisfactory level of comprehension among all conflicting parties regarding the matter.
8. Listen actively and let everyone have their say
After ensuring that both parties convene in a safe and confidential location, provide them with the chance to express their perspectives and understandings regarding the matter in question. Allocate equal time to each side so they can articulate their thoughts and apprehensions in an unbiased manner.
In the meeting, it is important to adopt a positive and assertive attitude. If needed, establish some rules. By doing this, both parties will feel motivated to express their thoughts openly and honestly, understand the reasons behind the conflict, and find possible resolutions.
9. Investigate the situation
In order to address the concerns of both parties, it is important to carefully listen and then proceed to investigate the case thoroughly. Avoid forming any biases or reaching a final judgment solely based on the initial information. Instead, delve deeper into the situation to gather additional insights about the events, individuals involved, the underlying issues, and the various emotions people are experiencing.
To effectively communicate with others, engage in an individual and confident conversation, actively listen to understand their viewpoints. Summarize their statements and repeat them back to ensure comprehension. Additionally, strive to identify any concealed sources of conflict that may not be immediately apparent.
10. Determine ways to meet the common goal
In order to effectively manage conflict processes, it is important to have a shared goal of resolving the issue and preventing its recurrence. Additionally, understanding the various stages of conflict is essential for problem-solving, as it allows for the identification of optimal methods to achieve the mutual objective.
Once you have identified the source of conflict, spoken with both parties, and conducted an investigation, you must convene a meeting with both parties to explore possible strategies to achieve the shared objective of effectively managing and resolving the issue.
According to Kevin Smith, the team lead of Edu Jungles writing company, the primary step to solve any problem is to listen, communicate, and brainstorm together until all options are exhausted, in order to find the source of conflict.
11. Agree on the best solution and determine the responsibilities each party has in the resolution
The leaps model of communication is instrumental in managing and resolving conflict. As employees are aware of the shared objective of meeting the company’s goals, they will find it effortless to engage with one another. Therefore, once the situation has been investigated and potential solutions identified, both parties must arrive at a consensus on the most optimal resolution for the issue at hand.
In order to reach a consensus, it is necessary to establish the solutions that are acceptable to all parties involved. Seek mutual understanding. Subsequently, allocate the responsibilities of each party in resolving the dispute. It is also of utmost importance to seize this opportunity to determine the underlying cause and prevent its recurrence.
12. Evaluate how things are going and decide preventative strategies for the future
It is important to emphasize that the problem is not solved. Communication should always be the focus in business. Therefore, consider, “What comes after the first step of effective communication?”
By having this knowledge, you can ensure that the employees are collaborating to achieve the goals of the organization. Therefore, it is important to monitor the situation and evaluate the effectiveness of the solution. If the issue reoccurs, appropriate action should be taken.
When considering the text below, ensure that the same meaning is maintained while rephrasing it step by step. Avoid adding new information or removing any existing information. Additionally, determine preventive strategies for the future. A common question frequently asked is, “What constitutes the fundamental conflict in everyday use?” Disagreements between individuals may arise, potentially presenting a challenge.
By reflecting on the conflict and your approach to it, you can identify valuable lessons and strategies for dealing with similar issues in the future. This will enable you to enhance your conflict management skills through training and also be prepared for when the problem arises again.
