Policy: Employee Conflict Resolution Policy

Policy #001

Approved by:
Dustin Bowers

Effective:
October 1, 2022

Purpose of Policy

PLAEX proactively encourages employees to identify and resolve concerns and/or conflicts to help support, empower and strengthen employee relationships. PLAEX strives to provide its employees with tools, training, and tips to support an effective and consistent method to resolving conflict between employees.

Definition: Conflict Resolution

Conflict is a natural part of human relationships. Individuals have differing personalities, values, beliefs, work habits, and varying levels of communication skills. All of these can lead to concerns, disagreements, and potential conflict. Work-related conflict can arise from a simple misunderstanding of policy, lack of communication, leadership conflict, or a work style difference to name a few. At PLAEX Building Systems Inc., we expect and believe that all our employees have a personal role and responsibility in reducing and solving conflict at work. Employees should feel confident and able to address conflict early, be involved in the resolution process, and overall, help create an environment where differences in personalities, beliefs, values, and habits can be celebrated.

Preventing Conflict in The Workplace

At PLAEX Building Systems Inc. we believe that by practicing a simple, respectful workplace culture, we can foster a healthy and collaborative approach to workplace conflict. Remember conflict is natural and can lead to growth, if handled appropriately and with respect.

Below are recommended steps that all employees of PLAEX Building Systems Inc. can take to help create and foster positive workplace relationships:

  • All employees and managers are valued and treated with respect

  • Communication to employees is effective, polite, and courteous

  • Expectations of employees are reasonable

  • Employees and management are focused on common, business-related goals

  • Employees are encouraged to solve the work-related conflicts at the lowest possible level

What To Do If You Are Involved in A Workplace Conflict

Conflict is uncomfortable and can arise quickly, sometimes unexpectedly. So, what can you do if you have been struggling with a work-related conflict or find yourself in a difficult situation with a co-worker or manager?

Below are some steps to follow. These steps are encouraged to be followed in sequential order, but in certain situations, these steps may all occur in one instance.

Step 1: Let people know.

Step 1 should be to let the other party involved in this conflict know how you feel. When doing so, keep in mind PLAEX’s core values which revolve around respect. It’s possible that the other party is not feeling any conflict or realizing that you have been affected.

Some Recommendations for Step 1:

This conversation should be done, if possible, in a private place. Issues should be approached with humility and an intent to understand and learn from the other party.

For example:

Look for ways to approach this person with an understanding that they might not be aware of any conflict, therefore you don’t want to shock or surprise them with your sudden steps to resolve.

Check how you are feeling prior to approaching the other party. If you are feeling angry or upset over this situation, maybe it is better to first to reflect, write down your thoughts and reach out to the other party at another time. When it comes to conflict, the best practice is to discuss and begin resolution in person, as misinterpretations and assumptions can occur through text/email. It is not necessary to let your manager know with the exception of situations arising around discrimination, harassment, bullying, and workplace violence (Please see related policy link)

Your Manager can be consulted if you and the other party are unable to solve this conflict alone or if you require coaching to be able to manage the conflict independently with the other party.

If you do feel that your personal resolution efforts are not making a difference, and you must contact your manager, it is a good idea to let the other party know first. This gives them another chance to be involved in the resolution process before bringing in the management team. By following this process, we are following the said policy and PLAEX core values. In other words, solving work-related conflict at the lowest level, respecting the other involved party by informing them of your need to contact management and giving another chance to solve this issue at the lowest level.

Step 2: Be Collaborative and Part of the Solution

When dealing with conflict in the workplace, it’s not enough to simply let the other party know how you feel. Sharing how you feel without offering any method of solution or attempt to work together in a collaborative approach may simply lead to more conflict. PLAEX encourages its employees to follow the Interest-Based Approach to solving conflicts. This approach focuses on separating people and their emotions from the actual problem that needs to be solved. Of course, this is not always easy, as our emotions can rise, fall, and change.

The Interest-Based Approach to solving conflict suggests the following helpful steps:

  • Prioritize Good Relationships - Resolve that the other party is your co-worker who you want to have a good, working relationship with.

  • Realize That People Are Not the Cause of The Problem - It’s about addressing the problem, not accusing the other party.

  • Listen from All Stances - Again, this step focuses on basic respect for the other party. Both sides should be given an equal opportunity to state their argument and be heard without interruption. Each party should try to see the problem from the other person’s perspective. Tip – invite others to talk first and use open ended questions

  • Listening Came First – Talk Follows - Make sure all parties can fully share their perspective or opinion, ask clarifying questions, seek to understand.

  • Understand the Facts – Each party involved in the conflict likely sees the cause of the conflict differently. It is suggested to openly let the other party know that you have made a list of what you understand the facts to be – no assumptions or personal values/beliefs - just facts about the situation and how each party feels. Invite the other party to also make this list. The parties may want to even share their lists with each other – therefore raising the understanding of the conflict on both sides.

  • Solve the Problem Together – Each party should now know how the other side feels and is equipped to make suggestions towards a respectful resolution to the conflict. These suggestions could be informally spoken to each other or could formally be put in writing.

Again, the goal of the above steps is to better understand how the other party feels, see the conflict from their perspective, and find a respectful solution to the problem. The process is designed so that each party shows respect, is collaborative and gives the other party an opportunity to share their feelings and opinions. It is hoped that, throughout this process, the parties will begin to see each other differently, and eventually treat each other differently. 

Step 3: Request Support to Assist in Resolving Conflict 

If both parties have followed the above steps and guidelines, yet still cannot resolve the conflict on their own, or if any one party feels that the conflict has not been resolved or is continuing, they can take steps through to their Direct Manager/Supervisor. The manager will gather information and come up with a plan of resolution with both parties. Should management’s efforts be unsuccessful and not resolve the conflict to mutual satisfaction of each party, then the issue should be brough to the attention of the Human Resources Department of PLAEX. The Human Resources Department is a neutral partner that will take steps to facilitate a resolution and increase understanding between both parties. The situation of conflict will be treated confidentially and with respect, in a timely manner and will serve as a learning experience and foster an effective resolution. 

NOTE – Before moving to step 3, each party should have some type of documentation and facts to support that they have tried to resolve the conflict on their own. 

It would be asked by each party to: 

  • Filling out the “Workplace Conflict Form” (Online) 

Workplace Conflict Form (both parties) – This form is to be filled out by both parties (1 form each), when they feel that the conflict has not successfully been resolved through their own efforts, and they would like to take further, combined efforts to solve the conflict through official methods. Both parties would fill out their own copy of this form and submit to their manager. The manager would forward the information onto the Human Resources Department of PLAEX Building Systems Inc. 

The point of this form is to bring in a 3rd party to help mediate the conflict between these both parties. The Human Resources Manager will review both forms, make notes as to the correlating and non-correlating information, and meet with both parties to collaboratively put together a plan for resolution. If one or more of the parties involved do not agree with the plan, discussion will continue until a mutual solution plan can be agreed upon. This mutual plan will be put in writing and submitted to both parties to sign. Once signed, it is expected that both parties will follow the recommended plan to help decrease workplace conflict and eventually solve their specific, one-on-one conflict.

If the above steps have been followed, and any of the parties still feel unsatisfied as to the resolution of the conflict – a 3rd party formal Conflict Resolution practitioner may need to be is brought in.

Any Workplace Conflict Forms and other documentation will be provided to the 3rd party formal Conflict Resolution practitioner. The parties would begin to follow the advice and recommendations of the 3rd party practitioner until a resolution has been found. A copy of the agreed upon plan will be provided to PLAEX’s Human Resources Department, but all other information regarding meetings, discussions, etc. will be kept confidential and will not be provided to PLAEX’s Human Resources Department. 

Any formal steps to solving conflict must be agreed upon by both parties. It will be the role of the Human Resources Manager to explain the role of mediation and ensure both parties have a full understanding. It is not a legal binding commitment and that is not the intention. The mediation agreement is intended to help both parties with understanding and have commitment to each other to help resolve the conflict. if both parties do not agree to the meeting with the Human Resources Manager, and/or the 3rd Party formal Conflict Resolution practitioner –further action at the discretion of the Manager will apply. Note: in the case where the conflict is between an employee and their manager – the employee would send any documentation directly to HR. 

NO RETALIATION 

Retaliation in any form against any party involved is strictly prohibited. For the purposes of this policy, retaliation against employee: 

1. For having invoked the policy (whether on behalf of him or herself, or another individual), or;

2. For having been identified as the other party, or;

3. For having participated or cooperated in process within the Conflict Resolution policy 

EMPLOYEE INQUIRY

At any time, should an employee be unclear and wishes to inquire about a situation related to possible conflict, discrimination, harassment, bullying and/or workplace violence, please contact PLAEX’s Human Resources Department.

Policy Approved by:

Dustin Bowers

Founder and CEO

NOTE

This policy is required to be reviewed and read by all employees once per year. 

To confirm that you have read this policy, please click

HERE, and fill out the online form.