What are the best techniques for managing conflict when monitoring and reporting on tasks?

1 Identify the source of conflict

The first step to resolving any conflict is to understand what is causing it. Is it a difference of opinion, a misunderstanding, a lack of communication, a personality clash, or a competing interest? By identifying the source of conflict, you can tailor your approach to address the specific issue and avoid making assumptions or generalizations. You can also use tools such as the Thomas-Kilmann Conflict Mode Instrument (TKI) to assess your own and others' preferred styles of handling conflict, such as competing, collaborating, compromising, avoiding, or accommodating.

3 Focus on the problem, not the person

The third step to managing conflict is to focus on the problem, not the person. This means separating the issue from the emotions, personalities, or behaviors that may be involved. Instead of blaming, criticizing, or attacking the other party, you should use neutral and objective language, state facts and evidence, and express your own needs and expectations. You should also avoid using words such as "always", "never", or "you", which can trigger defensiveness or hostility. By focusing on the problem, not the person, you can avoid escalating the conflict and keep the conversation constructive.

4 Explore options and alternatives

The fourth step to managing conflict is to explore options and alternatives for resolving the issue. This means brainstorming ideas, generating options, and evaluating the pros and cons of each one. You should also consider the interests, needs, and goals of both parties, and try to find a win-win solution that satisfies everyone. You can use techniques such as the SWOT analysis (strengths, weaknesses, opportunities, and threats) or the SMART criteria (specific, measurable, achievable, relevant, and time-bound) to help you evaluate the options and alternatives.

5 Agree on a plan of action

The fifth step to managing conflict is to agree on a plan of action for implementing the solution. This means defining the roles and responsibilities of each party, setting deadlines and milestones, and establishing criteria for monitoring and evaluating the progress and outcomes. You should also document the agreement in writing, and communicate it clearly to all the relevant parties. By agreeing on a plan of action, you can ensure that everyone is on the same page and committed to the solution.

6 Follow up and provide feedback

The sixth and final step to managing conflict is to follow up and provide feedback on the implementation of the solution. This means checking in regularly, tracking the results, and addressing any issues or challenges that may arise. You should also provide positive and constructive feedback, recognize achievements, and celebrate successes. By following up and providing feedback, you can reinforce the relationship, build trust, and prevent future conflicts.