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Maintainers -ImageQuintin Coetzee, MBSc, ImageDr. Maximilian Parzen

Conflict resolution policy

This is a controlled document

In line with Open Energy Transition regulatory obligations, changes to Controlled documents must be approved and merged by a code maintainer. All contributions are welcome and encouraged.

Purpose​

The purpose of this Conflict Resolution Policy is to provide guidelines for addressing and resolving conflicts that may arise within the OET workplace. This policy ensures that conflicts are managed constructively and professionally to maintain a positive and productive work environment.

Scope​

This policy applies to all OET employees, contractors, and stakeholders involved in OET activities.

Principles​

  1. Respect and Fairness: All parties involved in a conflict will be treated with respect and fairness.
  2. Confidentiality: Confidentiality will be maintained throughout the conflict resolution process.
  3. Impartiality: Conflicts will be resolved impartially, without favoritism or bias.
  4. Promptness: Conflicts will be addressed and resolved promptly to prevent escalation.

Steps for Conflict Resolution​

1. Self-Resolution​

  • Direct Communication: Employees are encouraged to address the conflict directly with the other party involved. This should be done calmly and respectfully, aiming for a mutually agreeable solution.
  • Seek Understanding: Listen to each other’s perspectives and seek to understand the underlying issues.
  • Give Benefit of the Doubt: Miscommunications and misinterpretations happen. We're all human, and we all come from different backgrounds. In keeping with our values, we don't automatically assume the worst, and need to remain tolerant of one another's differences, while still maintaining a functional work environment and mutual respect.

2. Involvement of your Manager​

If self-resolution is not successful or feasible:

  • Report the Conflict: Bring the issue to the attention of your manager. If your manager isn't available, please speak with your HoD. In their absence, you can speak with our Head of People directly.
  • Mediation: Your manager will either provide you with advice to try and resolve the issue on your own first, or mediate a discussion between the parties involved, seeking to facilitate a swift resolution.
  • The People Department: Your manager may inform, in confidence, our People Department, should the conflict be deemed serious enough. Your manager may also request advice from our Head of People on how best to manage the situation. No other members of the Senior Leadership Team shall be involved at this point, unless absolutely necessary.

3. Formal Resolution Process​

If the conflict remains unresolved:

  • Written Complaint: Submit a written complaint to your manager, including relevant dates, parties involved, and any attempts at resolution.
  • Investigation: They will inform their HoD and our Head of People, and then in collaboration, they will conduct a thorough investigation, interviewing all parties involved and reviewing any relevant documentation.
  • Resolution Meeting: Those managing the investigation will convene a meeting with the parties involved to discuss findings and propose a resolution.
  • Follow-Up: They will then monitor the situation to ensure the resolution is effective and that no further issues arise.

Roles and Responsibilities​

Employees​

  • Address conflicts promptly and professionally, whenever they feel comfortable doing so.
  • Participate in conflict resolution processes in good faith, knowing that all parties involved are unbiased and seek a mutually satisfcatory resoluion.
  • Respect confidentiality throughout the process. Involving others on our team unnecessarily may expand the scope of the situation, and may inadvertently place someone at fault who was not originally.

Managers and HoDs​

  • Mediate conflicts between employees, remaining completely unbiased. Remember, one event you may be aware of may not necessarily be related to another. Also, someone being under your management has no bearing on the facts of the matter, nor should that affect your judgement or the outcome of the situation - you should seek to remain entirely neutral, even though this person is on your team and potentially significantly guided by you day-to-day.
  • Report unresolved conflicts to the Head of People or, in their absence, another member of our People Department. Should no member of the People Department be available, the matter can be reported to a single member of the Senior Leadership Team, as the manager or HoD's choosing, who will maintain an accurate record of events for the People Department to review at a later stage, or to use when taking over the management of the situation.
  • Support employees through the conflict resolution process.

The OET People Department​

  • The Head of People shall facilitate a formal conflict resolution processes with, if necessary, the assistance of other members of the People Department.
  • Conduct investigations impartially and confidentially, and maintain an accurate written record of events.
  • Ensure compliance with this policy and any other applicable OET policies.
  • Ensure compliance in keeping with the involved individuals' contracts.

Documentation and Record-Keeping​

  • All formal complaints and resolutions will be documented comprehensively, and only shared with others involved when absolutely necessary.
  • Records will be kept confidential and stored securely by our People Department.

Policy Review​

This policy will be reviewed annually and updated as necessary to ensure it remains effective and relevant. Major changes shall be communicated publicly by the People Department.

Contact Information​

For questions or further information regarding this policy, please contact our Head of People via quintin.coetzee@openenergytransition.org.

Approved by: Quintin Coetzee, Head of People Version: v1.0
Date: 15 July 2024