How to avoid conflict in the workplace

Updated: October 30, 2024

Conflict in the workplace can be a common occurrence. Increased absenteeism, lower productivity, lower job satisfaction, lower quality of work, and higher turnover can result if this issue is left unaddressed.

The fact that you’ll have many sorts of people with different personalities, attitudes, and views about work makes workplace conflict inevitable. While these conflicts cannot be avoided completely, a more sensible strategy is to find ways to manage and resolve them effectively.

Workers’ differences can affect productivity and morale, but there are ways to ensure these differences don’t get out of hand and cause conflict in the workplace. In this article, HRD Australia will provide insight on handling workplace disputes. We’ll find answers to pressing questions like:

• how to resolve conflict in the workplace as a manager
• how to avoid conflict in a team
• how to resolve the conflict

HRD answers these and more about workplace conflict and provides practical conflict resolution strategies that can ease the tension and minimise the impact on productivity and morale.

The importance of conflict management in the Australian workplace

Conflict management in the workplace is particularly important in Australia. Due to ongoing migration, the continent has a diverse workplace environment, composed of many different people. These workers can and will have varying approaches and attitudes to work, their employer, and their colleagues.

In fact, studies have shown that about 30% of Australia’s labour force is from overseas. This rich diversity and wide array of perspectives, when acknowledged and embraced, can foster an environment of innovation. But if not managed well, this can invariably lead to misunderstandings and workplace conflict.

Common causes of workplace conflict

To understand how to avoid conflict in the workplace, it’s helpful to know their root causes. This can include:

1. Communication issues

These issues can come in a couple of forms, namely misunderstandings and a lack of transparency. Poor communication can result in misinterpreting messages, which can then lead to frustration and confusion among co-workers.

As for the lack of transparency, this can result in propagating an atmosphere of uncertainty and suspicion, which can likewise be frustrating.

2. Diversity and cultural differences

A culturally diverse workplace can bring benefits like great potential for innovation, with novel viewpoints and unusual ideas. However, the downside can be that these differing cultural views, norms, and practices may cause misunderstandings that lead to workplace conflicts.

3. Differing values and approaches to work

It’s unavoidable to have colleagues who approach work differently and have different work styles. An employee with a different working style from co-workers may sometimes cause friction in the team.

4. A competitive work environment

Some companies may not be aware of it, but they may have employee incentives or recognition programs that foster a workplace culture of rivalry and competition. Companies may unknowingly create incentives that encourage their employees to practice one-upmanship as they compete for rewards like promotions, financial rewards, or employee recognition.

If not executed properly, incentive programs may also spur employees to behave in an unethical manner.

5. Roles not clearly defined

A lack of clearly defined roles or job descriptions can lead to workplace conflicts. Without clearly delineated roles, there can be an overlap of tasks or duties, causing confusion and disputes about accountability. A problem related to this is a poorly constructed hierarchy, which can result in confusion about authority and decision-making.

6. The nature of remote work

With more companies using a hybrid or completely work-from-home setup, communication is mostly via text-based platforms like email or chat. In these setups, there is a lot more room for misinterpretation. Proper and effective communication relies on non-verbal cues and tonal variations without which can change the way a message sounds to its recipient. Once the parties involved misinterpret a message, then conflicts inevitably arise.

How to avoid conflict in the workplace: Practical strategies for employers

Given the ongoing challenges like cultural diversity and communications platforms that do not allow for face-to-face interaction, workplace conflict will be an issue that organisations must continually guard against. Here are strategies on how to avoid conflict in the workplace:

1. Foster a culture of open communication

This does not mean simply using face-to-face meetings, but more importantly, encouraging employees to speak freely whenever they have concerns or issues. It's important to let employees know that they can speak their minds, and that they should be made to feel comfortable doing so.

You’ll know this strategy works when your employees feel valued and heard, and they become more invested in their work. This simple but valuable strategy can reduce workplace conflict considerably.

2. Encourage teamwork and collaboration

One of the antidotes to a workplace environment rife with unhealthy competition is one that focuses on teamwork and collaborative efforts. When employees have and work together towards a common goal, they are more likely to listen to each other’s opinions and respect them. Encouraging them to work as a team can foster camaraderie and mutual respect among team members.

What’s more, creating an environment where employees work in collaboration is also a great retention tool.  

3. Establish clear expectations and boundaries

Establishing clear guidelines for behaviour, communication, performance, and making sure each team member understands them early on is a good way to prevent workplace conflicts. When employees have a clear understanding and agree on how to conduct themselves and what’s expected of them, there is less room for conflict.

4. Address conflicts early

The expression, “nipping it in the bud” applies to workplace conflict. When you leave conflict at work unanswered, this can escalate or rather, deteriorate into worse problems or even more conflicts. This strategy means proactively taking steps to resolve conflicts as soon as they arise.

When you notice signs of conflict, take immediate action. As a manager, you can speak to the people involved and get to the root of the problem. If necessary, have a mediator or one of the HR staff to help facilitate the discussion.

It’s important to remember that while you should address workplace conflict as soon as it arises, doing it right then and there is not always advisable. When tensions and emotions are high, it’s better to take a breather and allow the dust to settle first. Resolving conflict properly can only be achieved if the mediator (HR staff, the manager or HR manager) and the people involved are calm and objective.

Not everyone is born with a knack for conflict, but fortunately, resolving conflict is a skill, and skills can be learned and improved with proper training. Watch this video for very useful do's and don’ts for how and when to resolve workplace conflict:

5. Develop and practice active listening

A good conflict resolution skill that HR staff and managers should have in their repertoire of management tools is active listening. This is a useful skill and strategy for defusing workplace conflict, because employees feel listened to and understood, making them less combative or defensive.

Active listening means being fully present in the conversation. Simple as it may sound, you must focus on what the employee has to say, then ask questions to clarify any points that are unclear, then repeat back what you heard, signaling to them that you understand the situation.

6. Create a positive work culture

A positive work environment and culture can go a long way in avoiding workplace conflicts from occurring in the first place. To foster this culture, it’s crucial to encourage open communication, team effort, and mutual respect among colleagues. An effective way to develop and encourage this culture is for managers to set an example, and reward and recognise employees who apply these values.

7. Focus on creating solutions, not placing blame

Whenever conflicts in the workplace occur, concentrate on finding solutions and not on finding fault. Placing blame on team members can only make them defensive and worsen the problem. In this instance, HR staff and/or managers should focus on finding solutions to benefit all parties involved.

8. Give team building a chance

One strategy on how to avoid conflict in the workplace is to conduct team-building activities. These activities can foster a sense of belonging and a sense of community within teams of workers. Team-building activities can also help workers better understand each other’s strengths and appreciate their differences.

The soft skills that make for a good HR manager or manager in general include conflict resolution skills; that is, being able to handle workplace conflict when it arises. Addressing workplace conflict is vital, since this can directly affect workplace productivity and work satisfaction. These in turn can lead to more serious problems in your organisation if left unaddressed. It’s not unusual for employees to leave in droves if they realise that their employer does not listen to them and their concerns.

Addressing workplace conflict is particularly important in Australian workplaces, given the diversity of workers who make up the country’s labour force. This can be achieved with strategies like active listening and creating an inclusive work culture where everyone is equally valued, regardless of their background. These conflict resolution strategies are your best bet, as the alternative of hiring employees who come from one common cultural background is untenable.

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