Handling office conflicts: Strategies for positive resolutions

Dealing with office conflicts is an important part of every manager’s remit, especially since issues can escalate quickly, causing general unrest and even resignations.

Any conflict, no matter how insignificant it may seem, can affect workplace dynamics, as it can cause anxiety and stress among staff and have a negative impact on productivity.

Studies show almost 500,000 UK employees resign every year as a result of unresolved workplace conflict, so finding a positive resolution is vital for the individuals involved and the company as a whole.

The best way to handle situations is to host conflict discussions in a neutral space, whether it’s an informal meeting at work, or meeting room hire at an external venue away from the office.

Taking the time to identify workplace conflicts, address issues and resolve them in a constructive manner can be challenging, but it will minimise the negative impact and improve employee satisfaction.

Common causes of office conflicts

Colleagues can fall out with each other for many different reasons, but the most common causes include disagreements about responsibilities and tasks; issues relating to organisational policies; and interpersonal conflicts.

According to a Strategic Human Resource Management report, being overlooked for promotion has left the majority of employees feeling dissatisfied, with only 29% saying they are “very satisfied” with their career advancement. Those who haven’t might feel resentful towards those who have been promoted.

A report by the Chartered Institute of Personnel and Development, Managing Conflict in the Modern Workplace suggests differences in working styles or personalities, and dissatisfaction about the level of support or resources an individual receives can also trigger conflict.

Team members and managers may disagree over the targets being set and agreeing deliverables, while company policy over absence management is also a frequent bone of contention.

Impact of conflict at work

Being in a situation of conflict and feeling generally dissatisfied has a negative impact on wellbeing. Around one-quarter of UK employees experience workplace conflict over the course of one year, equating to eight million people.

More than 50% feel anxious, stressed or depressed as a result, with almost 900,000 people taking time off work sick. This costs UK businesses £2.2 million per year from sickness absence, according to research by the University of Sheffield. The biggest reaction to conflict at work is depression, affecting 60% of workers who are in a dispute.

The Advisory, Conciliation and Arbitration Service estimates conflict at work costs UK employers a staggering £30 billion each year, including employee sick leave and the £10.5 billion spent going through disciplinary hearings.

A general loss of productivity caused by low morale, increased recruitment and training costs due to a high staff turnover and legal costs during disputes can also prove costly.

Individual responses to conflict can differ considerably, with 47% deciding to let it go; 29% reporting it to a manager or HR representative; 21% speaking informally to someone outside work to ask for advice and 17% approaching the other person involved for an informal discussion.

How can you deal with issues in a professional way?

The best way to deal with conflict at work is through early identification and intervention. If you’re aware of a conflict, the first step is to break the ice by speaking to the people involved individually.

Organising one on one meetings with employees to gain an understanding of what’s happening is crucial, as it’s in everyone’s best interests to try and create a civil working relationship with all parties.

Focus on the problem and not the person by taking a step back and looking at the grievances objectively. This will leave you better placed to find a fair solution. If it’s proving challenging to navigate a complex issue, involve HR, who can facilitate a constructive conversation between parties.

Although it can be helpful to talk through an issue with a colleague, ensure it’s the relevant professional person. Avoid coming across as a gossip at all costs, as this will make matters worse.

Keep records of everything discussed, because should a conflict escalate, despite your best attempts to find a positive resolution, you may need a record of memos, emails, chat histories and meeting minutes.

Deal with all conflict, however small it seems, in a timely manner, because it doesn’t take long for a disagreement to get worse.

How can you prevent future conflicts?

Once you’ve achieved a positive resolution, it’s important to devise conflict strategies to prevent issues from occurring again in the future. How you do this depends on the reason for the original discord.

For example, if an employee is dissatisfied because they feel they’re being unfairly overlooked for promotion in favour of colleagues, devise a personal development plan  to focus their goals into achievable steps.

Setting clear development objectives at work and offering a greater level of support can improve levels of satisfaction and promote positive mental wellbeing.

If issues have risen about organisational policies, such as working hours, for example, discuss a way forward to satisfy both the company and the employees, such as introducing a flexible work schedule.

Research has revealed poor work-life balance can increase the chances of mental health issues such as depression and anxiety, which can lead to a greater risk of interpersonal conflict among colleagues.

When discord arises because some employees believe they’re being given a disproportionate amount of work compared to others, prepare detailed team meetings agendas so everyone knows what their role and responsibilities are.

Choosing a venue away from the usual office space can improve collaboration and help your team work together. When you book a meeting room in London, it can improve focus and create a more professional experience.

An offsite meeting can re-energise and revitalise employees, making them feel their contribution matters because you have invested in their attendance. It encourages camaraderie and provides a morale boost to help gel the team and reduce the risks of conflicts in the future.