How do you document conflict resolution?

1 Choose a format

The first step to document conflict resolution is to choose a format that suits your needs and preferences. You can use a template, a form, a report, or a memo, depending on the nature and complexity of the conflict. The format should be clear, concise, and consistent, and include relevant information such as the date, time, location, parties involved, issues raised, solutions agreed upon, and follow-up actions. You can also use a digital tool, such as a spreadsheet, a database, or a software application, to store and organize your documentation.

2 Gather the facts

The second step to document conflict resolution is to gather the facts from the sources available. You can use your own notes, observations, and records, as well as the feedback and input from the parties involved and other witnesses. You should verify the accuracy and reliability of the information, and avoid bias, assumptions, and opinions. You should also respect the confidentiality and privacy of the parties involved, and only share the documentation with those who need to know.

3 Write objectively

The third step to document conflict resolution is to write objectively and professionally. You should use a neutral and respectful tone, and avoid emotional or judgmental language. You should also use specific and concrete examples, and avoid vague or general statements. You should focus on the facts, the actions, and the outcomes, and not on the personalities, the motives, or the blame. You should also acknowledge the positive aspects of the conflict resolution, such as the cooperation, the compromise, or the learning.

4 Review and revise

The fourth step to document conflict resolution is to review and revise your documentation before finalizing it. You should check for spelling, grammar, and punctuation errors, and ensure that the documentation is clear, coherent, and complete. You should also check for accuracy, consistency, and relevance, and ensure that the documentation reflects the reality and the agreement of the conflict resolution. You should also ask for feedback and input from the parties involved, and make any necessary changes or corrections.

5 Distribute and store

The fifth step to document conflict resolution is to distribute and store your documentation appropriately. You should send a copy of the documentation to the parties involved, and any other relevant stakeholders, such as your supervisor, your human resources department, or your legal counsel. You should also store a copy of the documentation securely and confidentially, and follow any organizational policies or legal requirements regarding record keeping. You should also update your documentation if there are any changes or developments in the conflict resolution.

6 Follow up and monitor

The sixth step to document conflict resolution is to follow up and monitor the progress and the results of the conflict resolution. You should use your documentation as a reference and a reminder of the agreement and the expectations of the parties involved. You should also communicate regularly with the parties involved, and provide support, feedback, and recognition as needed. You should also evaluate the effectiveness and the impact of the conflict resolution, and document any achievements, challenges, or improvements.