Workplace Conflicts: Why They Arise and How to Manage Them

When a team consists of people with different opinions, experiences, and working styles, it's natural that disagreements may sometimes arise. You might think these are just personal issues between the employees, but if left unresolved, conflicts can affect the productivity of the entire team.

For example, team members who don't get along may eventually stop communicating about work tasks altogether. This can lead to missed project deadlines. If tensions continue to build, valuable employees may leave, costing the company even more time and money.

Not all employees know how to handle these situations, so management often needs to step in and help. In this article, we’ll explore why conflicts arise, how to manage them, and how to prevent them from happening in the future.

Why You Shouldn’t Ignore Conflicts at Work

Disagreements between employees are a normal part of work, but if not addressed in time, they can create many problems within the team. Let's take a closer look at each issue.

1. Decreased Productivity

Unresolved conflicts distract employees from performing their duties. Constant tension and stress can lead to reduced concentration and mistakes. As a result, the overall efficiency of the team decreases, and projects are delayed.

2. Toxic work environment

When conflicts are left unattended, it creates an atmosphere of distrust and hostility. Employees may feel unsafe expressing their opinions or proposing new ideas, fearing negative reactions. This climate negatively affects employee motivation and engagement.

3. Increased Staff Turnover

Unpleasant work relationships often lead to talented employees leaving. High turnover rates result in additional costs for hiring and training new workers, as well as the loss of accumulated experience and knowledge.

4. Risking the company's reputation

If an employee is bullied in the team or has a conflict with their manager, believe me, they will definitely write about it. Negative reviews on platforms like Glassdoor, Indeed, or social media can deter potential candidates and clients.

5. Employee Health

Long-term stress from conflicts can negatively impact employees' physical and psychological health. This can lead to increased levels of illness, burnout, and other serious issues.

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Ignoring workplace conflicts can lead to serious negative consequences for all parties involved. Therefore, it is important to effectively manage conflicts, resolve them in a timely manner, and create a healthy work atmosphere within the team.

Below, we will discuss ways to resolve conflicts that will help address the situation in a timely manner ⬇️

How to Prevent Work Conflicts in the Workplace

To handle conflicts and prevent future issues, you first need to understand what caused the disagreement in the first place. Here are some steps to manage conflicts effectively:

1. Create Clear Briefs for Every Business Process

Conflicts often arise due to misunderstandings or poorly formulated thoughts. For example, a manager asks a PR specialist to write how they launch new ad campaigns, expecting a task list with time estimates and responsible team members. However, the PR specialist simply creates a standard plan outlining the main steps for the launch.

Clear briefs help standardize tasks and eliminate miscommunication. To compose one, there are a few rules to keep in mind:

• Define Project Goals. Clearly articulate what you aim to achieve.
• Provide Context. Explain the current situation and the reasons behind the project.
• Outline Requirements and Expectations. Detail the technical and functional aspects.
• Set Deadlines and Budget. Establish timelines and financial constraints.

2. Holding team meetings

Sometimes employees have differing opinions and can't reach a compromise. For example, a copywriter thinks it’s okay to use slang in an ad targeting a young audience, but the marketer believes it will damage the company’s image. In this case, involve other team members, such as sales managers, who deal directly with customers to get their perspective.

3. Train Employees on Their Colleagues' Roles

Misunderstandings related to a lack of awareness of each other’s responsibilities can cause frustration. For example, a marketer might think that adding 100 product cards to the website is a quick task and get irritated when the content manager cannot complete it in a few hours. If employees better understood each other’s work, such conflicts could be avoided.

To address this issue, team meetings can be organized, where each employee freely shares their tasks, how they handle them, and the challenges they face.

4. Focus on the end results

One developer might prefer to check their code manually, while another uses artificial intelligence for the same task. The first developer might claim that AI makes mistakes and begin criticizing the second developer’s work, leading to a conflict. Instead of focusing on the methods, compare the results. If both versions of the code are well-optimized, it doesn't matter which tools are used.

To resolve the conflict, establish company guidelines specifying which tools are allowed and officially permit your employees to use them.

5. Create separate office zones

People are different. Some prefer working in silence, while others like to discuss tasks loudly right at their desks. This issue is especially noticeable in open-space offices.Your office should have quiet zones for work, as well as areas for meetings and brainstorming sessions. This kind of separation will allow employees to choose the zone where they feel most comfortable. To achieve this, we recommend using special office management systems where employees can reserve a spot in the zone they need in advance.

Step-by-Step Guide to Properly Handling Conflicts That Have Already Occurred

Imagine that a conflict has already occurred. Employees have argued, and the situation is getting worse with each passing day. Delaying the solution is no longer an option, and it’s time to take control. There are a few simple steps that will help fix everything and prevent the conflict from happening again in the future. ⬇️

Step 1. Analyze the Situation and Identify Root Causes

Gather information. Talk to those involved in the conflict, as well as other employees who might have an outside perspective.

Example: If Sarah and Jack have argued, ask them what's going on, and then talk to Maria, who works with them, to get her opinion.

Find the cause of the conflict. Figure out what is causing the disagreement. It could be different work approaches, personal dislike, or misunderstanding of responsibilities.

Example: If Sarah thinks Jack is working too slowly, and Jack feels he has too many tasks, this might be the reason for their argument.

Assess the impact. Check how this conflict is affecting the team’s work. Make sure it's not slowing down tasks or lowering morale.

Example: Because of the argument between Sarah and Jack, the project is delayed, and the office atmosphere has become more tense.

Step 2. Establish Open and Honest Communication

1. Create a trusting environment. Ensure everyone involved feels comfortable speaking openly without fearing that their words will be used against them. This is important for an honest conversation.

• Confidentiality. What participants say will stay within the discussion and won’t be shared beyond it.
• Support. Management should show that they are ready to help and solve the problem.
• Clear rules. During the meeting, everyone should agree to speak calmly, not interrupt, and treat each other with respect.

Example: During the meeting with Sarah and Jack, everyone agreed that each person would express their opinion without interruptions. Their manager, Jennifer, assured them that their conversation would remain confidential and that no one would be reprimanded.

2. Active listening. It’s important to show that you are carefully listening to both sides. This will help reduce tension and create understanding.

Example: When Sarah explained her view of the task, Jack didn’t interrupt her and listened attentively. Later, he shared that he understood why the misunderstanding had happened.

3. Clearly communicate expectations. Explain what rules and norms of behavior are important in the company. This will help avoid misunderstandings in the future.

• Punctuality and respect for work hours. Everyone should start and finish work on time and meet deadlines.
• Respectful communication. It’s important to avoid insults and demeaning comments; communication should be constructive.
• Adherence to corporate ethics. Everyone should be honest and responsible in their work.
• Teamwork. Employees are expected to help each other and work toward a common goal.
• Professional development. Everyone should strive to learn and grow in their work.

Example: After the meeting, Jennifer reminded Sarah and Jack that honesty, teamwork, and meeting deadlines are crucial in their team. They discussed the need to support each other in completing tasks rather than just criticizing.

Step 3. Develop and Implement a Conflict Resolution Plan

1. Define common goals. Focus on finding a solution that benefits all parties and aligns with the company’s objectives. It is important that all conflict participants understand the main goal is not for one side to "win" but to improve teamwork.

Example: Sarah and Jack agreed that their common goal is the successful completion of the project, and now both are ready to work on improving communication and avoiding future delays.

2. Set specific steps. Create a clear action plan outlining roles, deadlines, and expected outcomes. This plan will help prevent repeated disagreements and keep all parties informed. For example:

• Organize the first meeting. Hold a meeting with the conflict participants to discuss specific steps for resolving it.
• Clearly define responsibilities. Designate who will be responsible for each task. This will help avoid confusion in the future.
• Set deadlines. Establish clear deadlines for completing each task. For example, "Sarah and Jack must complete their joint task within 7 days."
• Outline expected outcomes. Clearly define what changes you aim to achieve, such as "Improved communication between team members and fewer task delays."

Example: At the meeting with Jennifer, Jack took responsibility for ensuring that Sarah receives the necessary data on time, while Sarah promised to clarify task details before starting work. They also agreed on deadlines for each phase to prevent further project delays.

3. Monitor progress. Regularly check the implementation of the plan and make adjustments as needed. Weekly meetings or feedback can help identify new issues and prevent the conflict from escalating.

Example: A week later, Jennifer held a follow-up meeting with Sarah and Jack to discuss their progress. Sarah noted that she now receives all the necessary data from Jack on time, and Jack mentioned that Sarah is now more comfortable asking clarifying questions.

Step 4. Taking disciplinary measures

1. Disciplinary actions. If an employee consistently violates communication rules and disrupts the team’s work, and discussions don’t help, termination might be necessary.

Example: Jack missed several important meetings and ignored warnings. After a few discussions, the management decided to let him go, as his actions were affecting the entire team’s work.

2. Reassignment of duties. Sometimes, it’s necessary to reassign tasks to reduce tension. If one employee consistently has conflicts with different colleagues, it may be worth considering changing their role or transferring them to another department. If their behavior is creating a toxic environment, it might be better to part ways.

Example: Sarah and Jack kept arguing over task distribution, causing frequent conflicts. Management decided it would be better for Jack to take on a different role that didn’t involve working directly with Sarah, to reduce tension.

3. Closing the conflict. After the conflict is resolved, it’s important to ensure that all parties are satisfied with the outcome and ready to move forward. A final meeting should be held to summarize results and solidify agreements.

Example: After Sarah and Jack’s conflict was resolved, they and Jennifer held a final meeting to discuss how they would work together moving forward and agreed on ways to avoid similar issues in the future.

How to Prevent Workplace Conflicts

After conflicts have been resolved, it’s important to think about how to prevent them from happening again. Here are a few simple steps to help avoid future issues ⬇️

Training and Developing Conflict Resolution Skills

1. Communication Training. Help employees improve their communication skills to avoid misunderstandings. For example, hold monthly training sessions where employees learn through interactive activities to give constructive feedback and discuss issues without getting personal.

2. Emotional Intelligence. Teach employees to manage their emotions and understand their colleagues' feelings. This will help them react calmly to stress and avoid conflicts. For example, introduce practices like mindfulness exercises or emotional management coaching to help employees handle emotional situations at work more easily.

3. Building a Culture of Respect. Consistently promote respectful relationships among employees through:

• Events. Organize team-building activities so people can get to know each other better.
• Recognition Programs. Introduce reward programs for positive actions and respectful behavior.
• Code of Conduct. Set clear workplace behavior rules and explain the consequences of breaking them.

Supporting Employee Well-being

1. Psychological Support. Provide access to corporate psychologists or other support programs if employees are experiencing stress due to work or conflicts.

2. Creating a Comfortable Work Environment. Ensure that work conditions are comfortable and promote collaboration. A good work environment includes:

• Physical Conditions: ergonomic workstations, proper lighting, and cleanliness in the office.
• Psychological Comfort: flexible schedules, minimal unnecessary stress, and support from leadership.
• Social Atmosphere: respect for personal space and colleagues' opinions, with areas for rest and informal communication.

3. Flexible Schedules. Allowing employees to choose when to start and end their workday, as well as offering remote work options, helps them balance their work and personal lives. This reduces stress levels and increases job satisfaction.

Desk Booking Systems help companies implement flexible and hybrid work formats, giving employees the ability to plan their office visits and book desks for the desired time from any device. The company, in turn, gains a useful tool for analyzing space usage and optimizing office resources such as workstations, parking spots, lockers, meeting rooms, and other important facilities.

Establishing Clear Communication Channels

1. Open Communication. Create simple and accessible platforms for sharing ideas—forums, chats, or regular meetings—where employees can freely express their suggestions and questions. An open-door policy helps resolve issues faster.

2. Regular Meetings. Schedule weekly or biweekly team meetings to discuss general topics. This is especially important for those working remotely or on a hybrid schedule. These meetings maintain motivation and help resolve emerging issues in a timely manner.

3. Modern Technologies. Use technology to improve workflow and prevent conflicts:

• Messengers like Slack or Microsoft Teams help employees quickly exchange information and avoid misunderstandings.
• Team collaboration tools such as Google Workspace, Asana, or Trello help clearly assign tasks and track their completion.
• Automating processes reduces employee workload, helping prevent stress and conflicts.

Summary

• Conflicts can happen due to misunderstandings, different opinions, or personal traits. Everyone is different, so disagreements in a team are normal. The key is to know how to resolve these situations.
• Workplace conflicts can be resolved through open discussions, training, or, if needed, decisive actions from leadership. It’s always easier to prevent a conflict than to deal with its consequences later. Keep an eye on the team’s atmosphere through regular surveys and meetings to maintain a positive work environment.
• Preventing conflicts is easier than resolving them later. To do this, create comfortable working conditions, discuss controversial issues in meetings, and use modern technologies to improve communication and task management.
• Conflicts are an opportunity for growth. If tension arises, it means something in the workflow isn’t going well, and you have a chance to fix it before it becomes a bigger problem.