Proactive HR: How to Reduce Workplace Conflict in 3 Steps

HR leaders spend too much time cleaning up workplace conflicts after they've already boiled over. But what if those disputes could be identified and prevented before they escalate?

According to SHRM's 2025 Q3 Civility Index, more than half (51%) of U.S. workers who experienced or witnessed incivility in daily life said it occurred in the workplace. On average, employees encountered 70.6 million acts of workplace incivility per day, each costing about 35 minutes of lost productivity.

Conflict is inevitable, but with the right data and insights, HR can identify risks early and help employees course-correct before disputes turn into formal complaints. This shift allows HR and Employee Relations (ER) teams to move from the back foot onto the front, "not always doing clean up in aisle nine, but proactively managing your workforce," said Janine Yancey, CEO of HR technology company Emtrain, during a SHRM25 session in San Diego.

By leveraging data, HR can flag high-risk managers and teams, provide targeted coaching, and prevent conflicts before they start. The result: a healthier workplace, stronger culture, and reduced turnover.

Look Beyond Performance Metrics to Understand Organizational Dynamics

Workplace health isn't just about tenure, skills, or pay. Social dynamics — power, bias, and inclusion — are equally critical and often determine whether employees feel connected or isolated.  

Yancey encouraged leaders to view workplace behaviors on a color spectrum, rather than "good" or "bad". On the "red" end is antisocial behavior: actions that block collaboration and reinforce a "me-first" mentality. On the "green" end is prosocial behavior: actions that promote trust, inclusion, and teamwork. Most employees fall somewhere in between, in the "yellow" area. 

Like grades on a test, people don't always score an A. Behavior fluctuates, and that's why measuring it matters.  "Unlike what your policies say, which is, it's either good or it's bad, that's part of the problem we end up creating for ourselves," Yancey explained.

Seminar: Conflict Mediation: Inspiring Positive Outcomes

Key Workplace Culture Skills

Yancey identified 16 core skills for healthier, more inclusive workplaces. "There's a set of skills that apply to any of us that work in the workplace," she explained. "They all impact people's experiences." These skills fall under four practice areas: managing ourselves, building relationships, enabling teams, and leading organizations.  

• Respect: Mitigating bias, connecting in & out groups, managing power, and ensuring equity. 

• Inclusion: Fostering curiosity, encouraging empathy, advancing allyship, and thinking systemically. 

• Belonging: Being well, cultivating authenticity, valuing diversity, and deciding together.

• Ethics: Engaging morally, demonstrating integrity, nurturing trust, and instilling accountability.

Respect is especially critical. When employees feel excluded, leaders who can bridge in-groups and out-groups often prevent conflicts before they escalate, Yancey explained.

The Power of Leadership Skills in Reducing Conflict

Strong leadership not only reduces conflict, but also fosters trust, inclusion, and stability. This can lead to fewer claims and lower attrition. According to Emtrain data, managers with strong leadership skills consistently had fewer conflicts among their teams. 

"Responses show that managers that have really strong leadership skills, as reported by the direct reports, guess what — they don't have issues," Yancey shared. Conversely, managers who lack these skills are more likely to see rising tensions, formal complaints, and higher turnover, according to Yancey. 

Using Data to Spot Employee Relations Risks

By using the right data, HR and ER leaders can detect early warning signs and turn insights into proactive action:

1. Collect Sentiment Data

According to Yancey, HR teams should leverage compliance and culture training to capture employee experiences and behaviors. Annual participation creates a consistent stream of early-warning data. These responses reveal early signs of conflict or exclusion, long before they surface in formal complaints. 

2. Identify Leading Indicators

Yancey explained that traditionally, ER has focused on resolving issues only after complaints have been filed. However, she emphasized the importance of leveraging real-time sentiment and behavioral data to identify and address problems early. "You've got some precancer cells — time to zap them," she explained. 

To mitigate risk, Yancey recommended that teams measure responses against workplace culture skills to identify potential antisocial behavior. Use a dashboard to map these risks and provide ER teams with a clear view of areas that require immediate intervention. Additionally, she suggested HR collaborate with learning and development to strategically foster prosocial skills.

3. Target Risk Areas

Finally, Yancey recommended evaluating results by department or team to identify patterns. If a group shows consistently negative responses in a specific area, such as around respect or inclusion, flag it for targeted coaching and training. She suggested tailored training to specific managers and teams to prioritize resources where they'll have the greatest impact and effectively address culture challenges.

Seminar: Employee Relations: Creating a Positive Work Environment

Conclusion

With the right data, HR can move from reactive cleanup to proactive communication. By collecting sentiment, spotting risks early, and targeting problem areas, HR leaders can reduce conflict, strengthen culture, and keep employees engaged.