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HR Conflict Resolution Form

This form is designed to document, analyze, and track the resolution of workplace conflicts. It is intended for use by employees, managers, and Human Resources personnel to ensure a fair and consistent process.

I. Conflict Details

Date Conflict Reported

Date Conflict Initiated (Approx.)

Reporter's Name/ID

Reporter's Department/Team

Location of Conflict

Type of Conflict

Status

II. Parties Involved

Party Role

Name/ID

Department / Team

Email

Phone

Role in Conflict (e.g., Primary, Witness, Mediator)

A
B
C
D
E
F
1
Party A
 
 
 
 
 
2
Party B
 
 
 
 
 
3
Witness
 
 
 
 
 

III. Description of Conflict

Please provide a detailed, objective account of the conflict. Include the sequence of events, specific incidents, and the core issue(s).

 

Narrative Description:

Core Issues/Impact on Work Environment:

Attach any supporting documentation (e.g., emails, prior communication logs).

Ducument Name

Upload File

A
B
1
 
 
2
 
 
3
 
 
4
 
 
5
 
 

IV. Initial Assessment and Action Taken (HR/Management Use Only)

Assessing HR/Manager Name/ID

Date of Initial Review

Severity Assessment

Low

Medium

High

Immediate Action Taken (e.g., separate parties, temporary reassignment, coaching)

Resolution Strategy Chosen

Informal Mediation

Formal Investigation

Facilitated Discussion

Management Intervention

Coaching/Training

V. Resolution Plan and Outcome

Resolution Goal(s):

Steps Taken (Mediation sessions, investigation steps, disciplinary actions, etc.):

Agreed-Upon Resolution/Action Plan (Specify clear, measurable actions for each party):

Action Item

Responsible Party

Due Date

Status

A
B
C
D
1
 
 
 
 
2
 
 
 
 
3
 
 
 
 
4
 
 
 
 
5
 
 
 
 

VI. Sign-Off and Follow-Up

By signing below, the involved parties acknowledge their participation in the conflict resolution process and agree to adhere to the resolution plan outlined above.

 

Party A

Party B

HR/Management Representative

Follow-Up Date: (Date scheduled to review the effectiveness of the resolution)

Follow-Up Notes:

Form Template Insights

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Detailed Insights into the Conflict Resolution Form

The provided Conflict Resolution Form is a structured tool designed to bring objectivity, consistency, and traceability to the process of managing workplace conflicts. Here's a detailed breakdown of its purpose, function, and importance across different sections:

I. Conflict Details

This section focuses on establishing the basic facts and context of the conflict.

  • Purpose: To quickly triage the issue and determine its scope and timeline.
  • Key Insight: Recording the Date Conflict Initiated (Approx.) helps determine if the conflict is an isolated event or part of a long-standing issue, which influences the investigation strategy.
  • Strategic Field: Type of Conflict: Categorizing the conflict (e.g., Interpersonal vs. Task-based) directs the resolution approach. An interpersonal conflict requires mediation, while a task-based conflict might require clarification of roles and responsibilities or process restructuring.
  • Strategic Field: Status: This field is crucial for tracking and reporting. HR can quickly report on the current workload of conflict cases using these statuses.

II. Parties Involved

This section ensures all relevant individuals are identified and their relationship to the conflict is understood.

  • Purpose: To formally identify the principal parties and any witnesses who can provide corroborating evidence or context.
  • Key Insight: Distinguishing the Role in Conflict (Primary vs. Witness) helps prevent witnesses from being mistakenly treated as implicated parties and clarifies their scope of involvement in the resolution process.
  • Importance: Ensures that communication and final resolution plans are directed to the correct individuals and that no essential testimony is overlooked.

III. Description of Conflict

This is the heart of the form, capturing the narrative and the impact of the dispute.

  • Purpose: To move beyond subjective emotions and capture an objective account of what happened.
  • Key Insight: The form separates the Narrative Description (the sequence of events) from the Core Issues/Impact on Work Environment. This distinction forces the assessor to look past the symptoms (the argument) and identify the root causes (e.g., unclear metrics, resource allocation, personality clash).
  • Value of Attachments: References to external evidence (emails, policies, performance reviews) transition the process from an anecdotal report to a documented, evidence-based assessment.

IV. Initial Assessment and Action Taken

This section formalizes the triage and strategic planning by the HR professional or manager.

  • Purpose: To document the initial professional judgment and the immediate steps taken to stabilize the work environment.
  • Strategic Field: Severity Assessment: This determines the urgency and the level of resources required. A High severity (e.g., involving harassment or threats) mandates immediate, formal action (like separation of parties and a formal investigation), whereas a Low severity might be handled through informal coaching.
  • Strategic Field: Resolution Strategy Chosen: This is a critical decision point. It dictates the entire path forward—moving from Informal Mediation (collaborative, low-stakes) to a Formal Investigation (evidence-gathering, policy-focused). Documenting this choice ensures accountability for the selected process.

V. Resolution Plan and Outcome

This section focuses on measurable results and accountability.

  • Purpose: To shift the focus from "who is right" to "how do we fix this" by creating a defined, forward-looking plan.
  • Key Insight: Resolution Goal(s): Goals must be defined first (e.g., "Restore working communication on Project X," "Adherence to the new policy"). This prevents the resolution from being vague or purely punitive.
  • Action Plan Table: This table transforms abstract agreement into concrete, actionable steps with deadlines and owners. It ensures the resolution isn't just a handshake but a systemic change that prevents recurrence. For example, instead of "Be nicer," the action might be: "Party A will use the team's agreed-upon shared communication log for all task requests by [Date]."

VI. Sign-Off and Follow-Up

This final section locks in the agreement and establishes a mechanism for monitoring success.

  • Purpose: To obtain formal buy-in from all principal parties and to build a review mechanism into the process.
  • Key Insight: Sign-Off: The signatures signify that the parties not only participated but also understood and accepted the terms of the resolution plan, adding weight to their commitment.
  • Strategic Field: Follow-Up Date: This is the most crucial step for long-term organizational health. A conflict isn't truly resolved until the agreed-upon actions have been implemented and verified to be effective. The follow-up check ensures the behavioral change is sustained and that the conflict doesn't simply resurface after a short cooling-off period. This step is a key indicator of the HR department's commitment to preventative maintenance rather than just crisis management.

Mandatory Questions Recommendation

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Mandatory Questions on the Conflict Resolution Form

The most mandatory (essential and non-negotiable) questions on the Conflict Resolution Form are those that establish the foundation of the case, identify the core parties, and commit the organization to action and follow-up.

Here are the six most critical questions/fields, elaborated with their purpose:


1. Date Conflict Reported

Field

Section

Why it is Mandatory

A
B
C
1
Date Conflict Reported
1: Conflict Details
This establishes the official start date for the HR process. It is mandatory for two key reasons: Timeliness and Compliance. It proves the organization acted promptly upon receiving notice, which can be critical if the issue escalates to a formal complaint or legal challenge. It also starts the clock for internal procedural deadlines.

2. Reporter's Name/ID and Involved Parties' Names/IDs (Party A & B)

Field

Section

Why it is Mandatory

A
B
C
1
Reporter's Name/ID
1: Conflict Details
This establishes who initiated the complaint, providing an essential point of contact and accountability.
2
Party A & B Names/IDs
2: Parties Involved
These fields are mandatory because a conflict cannot be resolved unless the principal parties are officially identified. This ensures the correct individuals are engaged in mediation, investigation, or disciplinary action, and that any outcomes (coaching, training, policy changes) are targeted effectively.

3. Narrative Description (of Conflict)

Field

Section

Why it is Mandatory

A
B
C
1
Narrative Description
3: Description of Conflict
This is mandatory because it captures the objective evidence and the specific incidents that led to the conflict. Without a clear narrative, HR/Management cannot determine the legitimacy, scope, or nature of the complaint. It prevents the process from being based on rumors or vague feelings and instead grounds it in documented facts and events.

4. Resolution Strategy Chosen

Field

Section

Why it is Mandatory

A
B
C
1
Resolution Strategy Chosen
4: Initial Assessment
This is a mandatory decision point. It documents the organization's deliberate choice of how to proceed (e.g., Informal Mediation, Formal Investigation, Coaching). It is critical for accountability and procedural fairness, showing that the case was assessed and assigned an appropriate, systematic course of action.

5. Agreed-Upon Resolution/Action Plan

Field

Section

Why it is Mandatory

A
B
C
1
Agreed-Upon Resolution/Action Plan
5: Resolution Plan
This is the most crucial outcome field. It is mandatory because it forces the process to conclude with concrete, measurable actions rather than vague promises. It serves as the contract between the parties and the organization, detailing specific steps to mitigate the conflict and prevent its recurrence. Without this, the entire form is just a documentation of a past event, not a resolution tool.

6. Signatures of Parties and HR/Management

Field

Section

Why it is Mandatory

A
B
C
1
Sign-Off (Signatures)
6: Sign-Off
The signatures of the principal parties and the HR representative are mandatory to signify formal acknowledgment and agreement. Signatures document that all parties were present, participated in the process, understood the outcome, and committed to adhering to the action plan. This locks in the resolution and provides a layer of protection against future claims that the process was ignored or misunderstood.

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