How can you prepare for a mediation meeting with your employee?

1 Understand the purpose

To prepare for a mediation meeting, it is important to understand the purpose and benefits of mediation. Mediation is a voluntary and confidential process that seeks to find a mutually acceptable solution to the problem. It can help clarify the facts and feelings involved in the conflict, identify the interests of each party, generate and evaluate possible options for resolution, reach an agreement that satisfies both sides, and improve the working relationship to prevent future disputes.

2 Choose a mediator

The second step to prepare for a mediation meeting is to choose a mediator who can facilitate the process. A mediator is a neutral and impartial person who helps both parties communicate, understand each other's perspectives, and find common ground. It is important to note that a mediator does not take sides, give advice, or make decisions for either party. You and your employee can choose an internal mediator, such as a human resources professional or a senior manager with mediation skills, or an external mediator, like a professional mediator or consultant with experience in mediation and your industry. Make sure the mediator you select is available, accessible, and trustworthy.

3 Prepare yourself

In order to prepare for a mediation meeting, it is important to mentally and emotionally prepare yourself. Mediation can be a difficult and strenuous process that involves facing the conflict, listening to the other party, and compromising. To do this, reflect on your role in the conflict and be willing to accept your mistakes and apologize if necessary. Identify your main goals and interests, as well as any questions or concerns you want to raise in the meeting. Additionally, anticipate possible reactions from the other party and plan how to handle them in a constructive way. Lastly, maintain a positive attitude and be respectful to the other party and the mediator.

4 Prepare your employee

The fourth step to prepare for a mediation meeting is to prepare your employee for the process. Mediation can be daunting and intimidating, particularly if they feel their performance, reputation, or job security is at stake. Explain the purpose and benefits of mediation, emphasizing it is voluntary and confidential. Assure them you are not seeking to punish or blame them, but to resolve the issue and improve the situation. Encourage active and honest participation in the meeting, and sharing of views and feelings. Let them know who the mediator is, what the format and duration of the meeting will be, and answer any questions or concerns they have about mediation.

5 Gather information and evidence

Before a mediation meeting, it's important to gather information and evidence that can support your case and clarify the issue. This can include performance records, communication records, policy documents, and witness statements. It's advisable to organize and review the information and evidence before the meeting, and bring copies or samples that you can refer to or share during the meeting. However, it's important to remember not to use the information and evidence to attack or accuse the other party, but to illustrate and explain your point of view.

6 Participate in the meeting

The sixth step to prepare for a mediation meeting is to participate in the meeting with a positive and cooperative spirit. The meeting will usually begin with an introduction from the mediator, who will explain the rules and goals of the mediation and ask both parties to sign an agreement. Then, each party will have a chance to present their side of the story without interruption. After that, the mediator will facilitate a dialogue between the parties, asking questions, clarifying issues, summarizing points, and managing emotions. Then, they will help the parties generate and evaluate possible options for resolution and reach an agreement that meets their needs and interests. Finally, the mediator will document the agreement, review action steps, and thank both parties for their participation. During the meeting, you should listen actively and attentively to the other party and mediator without interrupting or criticizing them. Express yourself clearly and respectfully using “I” statements instead of “you” statements. Focus on the problem instead of attacking the person, seek to understand their perspective, be creative and flexible when exploring solutions, be realistic and reasonable when compromising on some issues, and commit to following through on your agreement.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?