How HR software reduces conflict in the workplace

HR managers face a variety of conflicts every day. Some of the most common issues, include: 

Employee relations

Employee relations issues can arise for many reasons. Conflicts may develop due to personality differences, uneven workloads, or disagreements about performance expectations. These challenges are often more noticeable in hybrid or remote settings, where limited face-to-face interaction can lead to misunderstandings or communication gaps. As teams grow, these interpersonal issues can escalate more quickly, especially when multiple working styles and communication preferences overlap.

Clear processes and consistent communication can help organisations address problems early and reduce the risk of wider disruption. 

Managerial issues

Managerial issues can also be a source of workplace conflict. Employees may raise concerns about micromanagement, perceived favouritism, or unclear expectations. These problems often become more pronounced when leadership styles vary widely between departments, since inconsistent approaches can leave employees unsure about priorities or acceptable standards. ACAS reports that 38% of all workplace conflicts arise from capability or performance issues, making it the most common source of tension.

Conflicts may also stem from complex reporting lines, especially in organisations with multi-layer structures where it is not always clear who is responsible for decisions or feedback. Clear communication and aligned leadership practices can help reduce the misunderstandings that contribute to team friction.

Read our blog on the 7 ways bad management affects employees and your business and take away actionable strategies to prevent these issues. 

Compliance issues

Compliance issues may also appear from time to time. These situations often arise when an employee believes that colleagues or managers have not followed required policies or procedures.

Larger organisations face a higher risk in this area because their governance structures tend to be more complex. Multiple sites, varied team setups, and differing local policies can create inconsistencies in how rules are interpreted or applied. When standards are unclear or uneven across locations, employees are more likely to raise concerns about fairness and policy adherence. Clear guidance and consistent communication help reduce these compliance related disputes.

Discrimination and harassment

HR also plays a critical role in preventing conflicts of discrimination or harassment. Managers should investigate complaints and provide training to prevent such behaviour. It is crucial to ensure a safe and inclusive work environment for all employees. ACAS data shows that the risk of workplace conflict is even higher for disabled employees, with 68% reporting experiencing workplace conflict, far above the national average.

Change management

Change management can also create conflict in the workplace. Large scale restructures, digital transformation projects and mergers often lead to uncertainty, and employees may worry about how their roles or working relationships will be affected. These concerns can become more intense in organisations that operate across several locations or teams, because communication tends to move through multiple layers and employees may receive updates at different times.

Clear explanations about the reasons for the change, along with regular opportunities for employees to ask questions, can help reduce anxiety and support a smoother transition.

When left unresolved, conflict in the workplace can fester, leading to negative consequences. Let's look at six ways unresolved conflict can impact your organisation.

1. Decreased morale and motivation 

Unresolved conflict can create a hostile work environment, leading to stress and negativity. Disgruntled employees become disengaged, their morale plummets, and motivation wanes. This can have a domino effect, impacting other areas of the business. 

2. Reduced productivity 

Conflict can become a mental drain, diverting focus and energy from core tasks. As workplace tensions rise, deadlines may get missed and quality of work may suffer. This hinders team output and will slow progression towards company goals. 

3. Increased absenteeism and presenteeism 

Unresolved conflict can trigger a vicious cycle when it comes to absenteeism in the workplace. Employees may call in sick more frequently to avoid the tensions of the workplace. Or they may show up physically but be mentally checked out. This only hinders productivity further and creates a heavier workload for remaining colleagues. 

4. High employee turnover 

A toxic environment fuelled by conflict pushes talented employees towards the exit door. In search of a more positive and productive working environment. employees leave the company with the burden of recruiting and training replacements. 

5. Customer service issues 

Conflict within a team can seep into customer interactions. Disgruntled employees may become short-tempered or dismissive. This can impact the customer experience and potentially damage the company's reputation. 

6. Legal issues 

Unresolved conflict can spiral into serious legal issues. If tensions escalate to harassment or discrimination, employees may file formal complaints. This can lead to costly investigations and potential lawsuits. These lawsuits not only damage the company's finances, but also tarnishes its reputation.

Unresolved conflict has some detrimental effects on the workplace. HR software provides structured, compliant and centralised processes that help organisations identify, track and resolve conflict early. Let's explore how specific functionalities can tackle each of the challenges we've discussed. 

Communication issues 

Centralised documentation 

Ensuring employees are on the same wavelength can be quite a feat. HR software provides a central location for storing all documentation, whether that be: 

• Company policies and procedures, or  

• Employee handbooks 

By removing the need for physical copies, employees can easily locate information. Some systems can leverage AI, such as Access Evo, to analyse and retrieve specific information you need. 

Internal communication tools 

HR software goes beyond policy storage. Built-in messaging platforms and discussion boards foster open communication between employees and managers, facilitating HR software conflict resolution.  

This allows for: 

• Early identification of potential conflicts 
• Real-time problem-solving 
• A more collaborative approach to resolving issues 

HR managers can address these issues whilst providing guidance and support throughout. 

Employee relations and managerial issues 

Break down communication silos 

HR systems can bridge communication gaps between managers and employees. Features like performance management modules allow managers to: 

• Set clear expectations 
• Track employee progress 
• Provide regular feedback 

This eliminates confusion that can arise from scattered communication channels. 

Promote fairness 

HR managers can ensure consistent policy application with automated workflows and approval processes. This guides managers through the procedure for different types of conflict, removing bias. 

Compliance issues  

Simplify reporting 

HR software empowers employees to report compliance concerns securely and conveniently. Employees should feel they have a safe space to raise issues, whilst knowing their data is protected. 

Streamline investigations 

Transform investigations by facilitating efficient data collection through secure HR portals. Case management tools keep everything organised, allowing for: 

• Streamlined communication 
• Clear tracking of progress
• A more efficient path to resolution. 

Change management 

Clear communication channels 

Effective communication is key to managing change. HR software can be a powerful tool in this area. Features like internal communication platforms and targeted announcements allow you to: 

• Announce changes
• Answer questions 
• Address employee concerns within the software. 

This builds trust and helps ensure a smoother transition during periods of change. 

Pre-emptive measures 

State how HR systems can identify potential anxieties through surveys & feedback tools. 

HR software goes beyond reacting to issues. It can help identify potential anxieties early on. Built-in survey and feedback tools allow you to pinpoint potential concerns before they escalate. This allows you to take preventive measures to address these conflicts early on. 

Data-driven approach 

By leveraging data tools, you can gain valuable insights into employee sentiment. This allows you to proactively manage change implementation through: 

• Pre-emptive communication strategies  
• Targeted training sessions  
• Adjustments to the change plan itself.

The benefits of HR software for conflict resolution extend far beyond immediate conflict resolution. These systems can also reduce potential conflict throughout the employee lifecycle. 

Large organisations experience conflict risk at every employee lifecycle stage. HR software proactively reduces these risks through clarity, consistency and early intervention. Let's explore how HR software plays a crucial role at each stage. 

Attracting talent 

An Applicant Tracking System (ATS) with company branding is a great way to showcase company culture during the recruitment process. This approach helps to attract candidates who resonate with your values. When employees resonate with your values it leads to a better fit and less chance of conflict down the line. Zoe Wilson, Director of ReThink HR, had this to say about the process of value alignment with candidates: 

“Candidates are really researching businesses before they even go into talent pools. They want to know what the culture’s like, what their employees think of working there, what the green policies are. It’s a lot more like matchmaking now. The younger generation are really hot on that value alignment—does this organisation fit what I’m looking for?”  

Mastering the Employee Lifecycle, part of our Do the Best Work of Your Life series

Recruitment  

You can also utilise an ATS to ensure a fair and unbiased selection process. These systems can anonymise CVs during the initial screening stage, eliminating bias on factors like an applicant's name or background.

“Technology can bring in standardisation, make sure you’re always comparing oranges with oranges, and remove bias. You don’t realise unconscious bias is affecting you—someone went to the same school as you, for example. Tech helps you schedule interviews quickly and ensures fairness and equity.” 

Oli Quayle, AI Evangelist at Access, Recruiting the Best Talent, part of our Do the Best Work of Your Life series

Onboarding 

Clear expectations 

Employee Onboarding software can store clear job descriptions and company policies. This transparency helps new hires understand their roles and the company culture, reducing confusion and setting them up for success. 

Smooth integration 

HR software can streamline the onboarding process, providing a clear roadmap for employees. This encourages smoother integration into the company, setting new hires up for a positive and productive start. AI-enabled HR software is particularly adept at this, as Oli details in Onboarding Brilliantly:

“AI can take vast amounts of onboarding information and serve it to the person when they need it. You’re marrying what the company needs them to know with what they want to know at that moment. That creates a personalised onboarding experience at scale—something that was impossible before AI.” 

Learning and development 

Skills gap identification 

HR software with analytics can spot skill gaps in your teams. Analysing performance data and qualifications allows managers to identify areas for improvement. This helps avoid conflicts caused by employees feeling under-qualified or overloaded.  

Personalised training 

Many solutions offer built-in training modules or integrate with Learning Management Systems (LMS). Utilising an LMS allows for targeted training opportunities that address identified skills gaps. This encourages continuous learning and development, reducing conflict surrounding unequal development opportunities. Idris Arshad, Head of People at Asthma + Lung UK, covers the strengths of personalising learning with AI tools: 

“Personalisation is vital. If you go generic and say, ‘We think the organisation needs project management,’ but someone already has that certification, it’s pointless. They might need help running an effective meeting instead. Meeting individual needs creates engagement and inclusion—and AI makes that scalable.” 

L&D for Your People webinar

Clear criteria and communication 

HR software can also establish clear and measurable criteria for receiving rewards and recognition. Outlining expectations gives employees an understanding of the behaviors and achievements valued. This promotes a sense of fairness in the recognition process. 

Peer-to-peer recognition 

Peer-to-peer recognition features help facilitate a culture of appreciation. With user-friendly peer recognition software, sending a quick compliment to a colleague for their great work is a breeze. Employees can acknowledge each other's contributions publicly or privately. This creates a more collaborative and supportive environment. 

Real-time feedback 

Some HR software solutions go beyond traditional recognition programs. They offer functionalities for ongoing feedback and recognition features. This dynamic approach sees employees receive frequent acknowledgment and constructive criticism. This can be more motivating than waiting for annual reviews or one-off awards. 

Progression and performance  

Standardised feedback 

Implementing performance management software streamlines regular, standardised feedback. This transparency ensures everyone is on the same page regarding expectations and goals, minimising confusion and potential conflict around performance evaluations. Kieran Glackin, HR Director at Madano, discusses the 3 core principles of performance management, which through standardisation can take your processes to the next level: 

Goal alignment 

HR software can also be a powerful tool for aligning individual and company goals. Allowing employees to see how their objectives contribute to the bigger picture creates a sense of shared purpose. This reduces conflict arising when individual goals feel mis-aligned with company objectives. 

Retain 

Stay interviews 

Regularly conducting stay interviews through HR software allows you to identify employee concerns. This proactive approach helps nip potential issues in the bud before they escalate into conflicts that could lead to resignations. 

Exit Procedures

Seamless offboarding  

Even when employees are leaving, HR software can ensure a smooth transition. Streamlined offboarding processes manage paperwork, final payments, and remaining leave balances electronically. This clarity minimises confusion and potential conflict around issues such as:  

• Unused annual leave 
• Length of notice periods 
• Whether the employee must work their notice.

This allows employees to depart on a positive note, reducing animosity after they've exited the company. Thanks to AI integration in advanced HR solutions, accessing this information is now instantaneous. 

Exit surveys 

Integrating exit surveys within the software allows managers to gather valuable feedback from departing employees. This sheds light on company culture and working conditions. By identifying recurring issues, you can take proactive measures to address them. Oli details how AI feeds into identifying issues: 

“Exit interviews are gold dust. If you commit to using that feedback to make changes, you’ll see macro trends you’d miss otherwise. Spot patterns, drill down, and act at the right point in the employee lifecycle. AI lets you do this at scale.” 

Offboarding Well webinar

HR software can play an important role in reducing workplace conflict. It gives managers and employees better visibility of processes, policies and performance expectations, which helps remove the misunderstandings that often lead to disputes. Consistent workflows and clear documentation also support fairness across teams and locations, which is especially valuable in large organisations where governance structures and working practices can vary. There's a marked impact on employee wellbeing as well, which is becoming increasingly more important; ACAS research shows that 57% of employees involved in conflict experience stress, anxiety or depression, demonstrating the serious impact on wellbeing.

Proactive conflict management is a strategic priority for any organisation that operates at scale. As teams grow and structures become more complex, even small issues can spread quickly if they are not handled early. HR software helps leaders respond in a timely and consistent way, while also giving employees confidence that concerns will be addressed through transparent processes. 

Explore how HR software can support your organisation.