How to Access
Please contact Debbie Tang, Trainee Policy & Employee Relations Adviser d.tang@imperial.ac.uk to progress.
Introduction
The University is committed to promoting and nurturing a positive working environment and good working relationships in which people are treated with mutual respect.
We recognise that conflict in the workplace occurs from time to time. When it does, we wish to support staff to work together to resolve any disputes and conflicts constructively and speedily.
A Facilitated Conversation aims to secure constructive and lasting solutions to workplace disputes, conflicts, and complaints.
Process
A facilitated conversation is designed to address issues at a formative stage to help prevent issues from becoming more deep-seated and escalating to a more formal process. It uses the principles of mediation to support productive dialogue between two parties.
A facilitated conversation differs from mediation in that it is likely to be most appropriate in the early stages of a situation where an individual may be trying to resolve a problem but cannot quite work out the best way to move forward for all parties. The facilitator will be able to support and help focus a discussion between the parties to move forward. Mediation may be more appropriate if a conflict has become more deep-seated and the parties need additional support and guidance in the discussions to reach a resolution.
The process is voluntary, entirely confidential, and designed to positively and constructively address issues.
A trained Resolution Facilitator will be assigned to the case to support the conversation. The facilitator will take an impartial and neutral role, helping both parties discuss their issues and needs and helping them agree on resolutions/next steps.
Both individuals would have a pre-meet, separately, with the facilitator to explain their concerns, discuss the process and ask any questions for clarity.
The facilitated conversation brings both parties together in a meeting, provides uninterrupted speaking time, and offers an opportunity to discuss issues constructively and mutually agree on next steps. The structure of the meeting:
- Agree on ground rules: mutual respect, courtesy, listening, and any others suggested and agreed upon by both parties.
- Talk time - Both parties have uninterrupted talk time (a maximum of ten minutes each) during which they outline the issues and their impact on them. If necessary, the facilitator will summarise when both have finished talking and ask about the impact/consequences on both parties.
- Exchange – both parties can talk to each other about what they feel are the key issues.
- Problem solving – when all the issues have been discussed, both parties should focus on problem solving and resolution, looking at the areas where a resolution is needed. Parties decide whether it should be written. If written, the agreement is emailed to both parties and any agreed third party.
- Close – check how both parties are feeling and gain clarity about next steps. Follow-up actions and timescales are agreed.
- Notes are destroyed.
- Follow up – as agreed. Both parties should feel happy about moving forward outside of this process; otherwise, there is the option to reconvene the facilitated conversation.