A Workplace Culture Guide for Administrative Managers

Administrative Managers Building Workplace Culture

All aboard! Imagine you’re at the helm of a ship – the SS Workplace, let’s call it – and you’re sailing through the tumultuous waters of office dynamics. Now, as an office manager, you know conflicts are inevitable, like the occasional storm. But here’s the question: when the clouds roll in, and the waves rise, are you ready to steer your ship to calmer waters?

The True Cost of Conflict

We’ve all witnessed a spat or two around the coffee machine (rarely a photocopier, we might add!), but did you know that these aren’t just ripples on the surface?

The Chartered Institute of Personnel and Development (CIPD) has shone a light on the darker undercurrents of unfair treatment at work, with HR practitioners at the frontline. What’s more, the financial sting is real; Acas has pegged the cost of workplace conflict at a staggering £28.5 billion every year. That’s a lot of money spent on not getting along!

Historical Insights on Handling Discord

To begin, let’s draw a bit of inspiration from the past. Many very clever people have dwelled on the solution to the conflict.

Thomas Crum once said it’s not the conflict but our response to it that counts. He said: “The number one goal in resolving a conflict is to make sure both sides maintain their self-esteem. Resolving conflict is rarely about who is right. It is about acknowledgement and appreciation of differences.”

Horace Mann advised against attacking differing opinions—after all, today’s foe could be tomorrow’s friend. He said (we love this!): “Do not think of knocking out another person’s brains because he differs in opinion from you. It would be as rational to knock yourself on the head because you differ from yourself ten years ago.”

And Gandhi saw peace as a process to deal with conflicts, not avoid them. Gandhi said: “Peace is not the absence of conflict, but the ability to cope with it.”

And Benjamin Franklin, ever the diplomat, suggested holding one’s tongue to keep the peace. He said: “Remember not only to say the right thing in the right place but far more difficult still, to leave unsaid the wrong thing at the tempting moment.”

Tackling Conflicts: Where to Begin?

Early Detection: The Conflict Radar

So, how do you spot a brewing storm? Keep your conflict radar tuned. It’s about picking up on the tension in the air before it turns into a full-blown gale. Encourage open communication and keep an eye out for tell-tale signs of unrest. Remember, an ounce of prevention is worth a pound of cure.

The Art of Informal Resolution

Now, not every disagreement needs to escalate to the top. Fostering a culture of informal resolution can be the difference between a squall and a hurricane. Encourage your team to talk it out. You’ll be surprised how often a simple conversation can patch things up.

Investing in Conflict Competence

Here’s something to ponder: conflict competence as a skill. Just as you’d train for fire drills, why not for conflict resolution? The University of Sheffield and Westminster’s research backs this up—conflict competence can keep your ship steady and moving forward.

Fostering a Reflective Culture

The Mirror Strategy

Have you ever stood in front of a mirror and rehearsed that challenging conversation? It turns out this practice can be quite powerful. It’s not just about finding the right words; it’s about seeing yourself as others would, reflecting on your own body language, tone, and emotions. Encourage your team to use this ‘mirror strategy’. It’s a method of preparation that involves understanding not just the perspectives of others but scrutinising your own stance and considering how it comes across. It’s about self-awareness and recognising the role one’s own actions and reactions play in the dynamics of a conflict.

When individuals take the time to reflect in this way, they’re better equipped to navigate difficult conversations. By ‘adjusting the sails’ of their approach, they can steer a course towards more constructive dialogue.

Empathy: The Anchor

In the tumultuous sea of workplace conflict, empathy is more than just a soft skill—it’s the anchor that keeps the ship steady. Cultivating a deep sense of empathy within your team is essential. Encourage them not just to listen, but to engage in active listening.

This means focusing on the speaker, absorbing their words, and also tuning into the unspoken signals—the body language, the pauses, the tone of voice. It’s about trying to understand the emotions behind the words.

As Gandhi so wisely implied, enduring peace doesn’t come from sidestepping conflict but from facing it with courage and understanding. When team members learn to listen with empathy, they lay down a solid foundation for finding common ground, even in the roughest waters.

The Power of Neutral Ground

Where a conversation takes place can be just as influential as what is said during it. At times, the best strategy for untangling the knots of conflict is to shift away from the usual surroundings. By holding mediation sessions or discussions in a neutral space, you remove territorial feelings and the baggage that comes with them.

This could be a quiet conference room, a serene outdoor setting, or even a different part of the office where people don’t usually meet. The act of moving to neutral ground is symbolic of a collective step back from entrenched positions. It encourages a fresh perspective and can make a significant difference in the way individuals engage with one another. The neutrality of the environment can serve as a blank slate, allowing for a reset in dialogue and a move towards resolution.

Crafting Your Toolkit

As you navigate, you’ll need a toolkit. Equip yourself with policies that are fair and clear. Design training sessions that are engaging and practical. And never underestimate the power of a well-timed team-building event. It’s all about creating a vessel that’s resilient to the storms.

Communication: Your Compass

Communication is your compass in the midst of misunderstandings. Keep the lines open, be transparent, and create a space where voices are heard. A compass that points to trust and mutual respect will rarely lead you astray.

Positive Reinforcement: Celebrate the Sunny Days

Recognise and celebrate when your team handles conflict well. A little recognition goes a long way. It’s the sunny days that make the stormy ones easier to bear.

When to Call in the Coast Guard

Sometimes, despite all your efforts, you may need to call in external help. Don’t hesitate to reach out to professional mediators or counsellors. It’s not a defeat—it’s smart sailing.

The Role of Technology

And here’s a thought: how about using technology to smooth out the wrinkles? Conflict management software can track disagreements and resolutions, providing valuable data to prevent future conflicts.

The Final Stretch: Building a Conflict-Resilient Culture

Building a conflict-resilient culture is not a sprint; it’s a marathon. It requires patience, commitment, and a willingness to continually learn and adapt. Keep your crew trained, your policies updated, and your communication clear.

A photorealistic, landscape-oriented image with a narrow depth of field, showing a serene scene of a busy office set on a boat sailing off over the horizon in calm waters. In the foreground, the office is bustling with activity, featuring employees, a Middle Eastern man and a Caucasian woman, working diligently at their desks equipped with modern technology. The windows of the office offer a breathtaking view of calm, blue waters and a beautiful sunset with soft orange and pink hues in the sky. The lighting inside the office is warm and inviting, creating a peaceful yet productive atmosphere.