How to Promote Civility in the Workplace

Jim Link
Chief Human Resources Officer, SHRM

Ask each team member to share their thoughts on what civil and uncivil behavior look like in a work setting. After team members share individual perceptions, facilitate an open dialogue to discuss areas of agreement and disagreement. Take a participatory approach to ensure everyone’s voices are heard. Aim for a collective understanding of the definition and importance of civility by the conclusion of the discussion. This free, web-based tool from SHRM and Rising Team can help you run a 30-to-60-minute team activity designed to foster this dialogue.

Continuously Facilitate Civil Conversations

Many companies employ individuals from various backgrounds, bringing a rich tapestry of perspectives—and sometimes a wide range of political views. While this diversity is a strength, it can also lead to misunderstandings and conflicts.

In U.S. presidential election years, tensions often run higher. Sixty percent of workers ages 35-44 and 58% of workers ages 25-34 said they “sometimes” or “frequently” talk about politics at work, according to a survey of 1,000 U.S. workers by ResumeHelp. Meanwhile, just 41% of workers ages 45-54 and 40% of workers older than 54 said the same.

“Millennials and Gen Zers have grown up in the age of social media, where publicly expressing opinions is the norm,” said María Correa, a career expert at ResumeHelp. “I think that lends itself to them being less self-conscious about it in the workplace, too.” 

However, Correa said it’s possible to have civil political discussions if employees:

• Respect one another’s differences and recognize that co-workers may hold different political beliefs and perspectives.

• Approach political discussions with an open mind and a willingness to listen to others’ viewpoints without judgment or hostility.

• Read the room and know when to disengage when the discussion becomes heated or awkward.

Employers can also choose to prohibit employees from wearing political gear at work to help increase civility. Employers are allowed to dictate what’s appropriate as part of dress codes, though they should be careful to check applicable laws regarding such policies.

If done poorly, discussing politics in the workplace can shred a company’s guiding principles and erode its culture. A 2022 study by SHRM revealed that 20% of employees have been mistreated due to their political views. SHRM’s Cards Against Incivility conversation starters—part of the recently released Civility Starter Kit —are a good exercise to help employees disagree while keeping it civil, one conversation at a time.

We are all responsible for championing better workplaces through open and civil dialogue. Share your commitment and engage with us on social media using #CivilityAtWork.

Establish a Safe and Empathetic Environment

Implement clear policies regarding acceptable behavior and ensure all employees are aware of these guidelines. This includes zero tolerance for any form of discrimination or harassment.

Evaluate existing norms to ensure they align with the goals of fostering mutual respect and psychological safety. Develop strategies to address any shortcomings.

Encourage an open-door policy so employees feel comfortable discussing concerns without fear of reprisal. HR and other company leaders should make every attempt to address issues raised by employees promptly and fairly.

Read up on SHRM’s Civility Index. The goal of the quarterly index, according to SHRM Chief Data & Insights Officer Alex Alonso, Ph.D., SHRM-SCP, is to help employers identify how often instances of incivility occur and give company leaders a better understanding of the problem and how it affects their workforce.

Alex Alonso
Chief Data & Insights Officer, SHRM

U.S. workers collectively experience 202 million acts of incivility per day, and 58% of those surveyed believe our society is uncivil, the most recent index shows.

The societal-level SHRM Civility Index rose 7.8% during Q3, indicating that incivility is on the rise in the daily lives of U.S. workers. The rise underscores an urgent call to action for businesses and individuals to actively work toward preventing the escalation of incivility and to lead with empathy and respect.

Workplace incivility against women is a particularly serious issue. Women are twice as likely as men to be interrupted in the workplace, twice as likely to receive comments about their emotional state, and 1.5 times more likely to see a colleague take credit for their work, according to a 2023 report by McKinsey & Company. Many Black professionals also routinely experience workplace hostility. But prioritizing civility can help reduce these toxic encounters, according to inclusion and diversity experts. 

Taking employee relations to a more empathetic level can lead to stronger bonds, higher levels of performance, and improved retention rates among employees, which make for more effective teams. Leaders who manage with empathy create a work environment of highly engaged individuals, according to SHRM Talent Conference & Expo 2024 speaker David Suson, an author and corporate leadership coach with Proliance Group. In these settings, morale and performance are at an all-time high.

Lead by Example

HR professionals can set the tone for the entire organization by modeling respectful behavior and holding themselves to the highest standards of conduct. Leadership commitment to civility sends a powerful message that respectful behavior isn’t just encouraged, it’s expected.

Encourage leaders at all levels of an organization to involve employees from diverse backgrounds in decision-making processes. Be transparent in communications, especially when addressing sensitive issues, to build trust and credibility.

Before hiring people for leadership positions, it’s crucial to gauge their ability to be civil and resolve disputes. These interview questions can help you spot leaders who excel at conflict resolution.

Incivility in the workplace is costing employers more than $2 billion a day in terms of lost productivity and absenteeism. A civil workplace isn’t just more pleasant—it’s more productive and more likely to retain top talent.

Continuously Educate and Develop Your Employees

Organizations should consider offering regular training sessions on topics such as cultural competence, unconscious bias, and effective communication and feedback. Create a repository of articles, books, and online courses that can help employees further their understanding of civility.

Learn more about the elements of effective civility trainings, and the business imperative for creating civil workplaces, from TrainXtra Chief Civility Officer Sejal Thakkar as she speaks with Wendy Fong, host of SHRM’s Honest HR podcast.

The most effective training goes beyond definitions of harassment and discrimination because most of the inappropriate behavior that people encounter at work does not meet these definitions. Training should instead discuss a wide range of uncivil behaviors and provide employees with mechanisms for addressing them.

Recognize and Reward Civility

Acknowledging and rewarding civil behavior reinforces its importance. Civility Partners recommends publicly acknowledging and honoring civility to inspire others to follow suit. One way to do that is to introduce awards or other acknowledgements for employees who consistently demonstrate respectful and inclusive behavior.  .

Another is to publicly highlight examples of civil behavior in company communications. Consider developing incentive programs that reward teams and individuals for fostering a civil and collaborative work environment.

Promoting civility in the workplace requires a multifaceted approach that encompasses structured conversations, empathetic environments, leadership by example, continuous education, and recognition. By committing to these initiatives, HR teams can create a harmonious and productive workplace where every employee feels valued and respected.

Related Resources: 

People + Strategy podcast: Julie Lodge-Jarrett on Leading with Respect to Foster Civility

How Well-Constructed Dress Codes Can Promote Civility

Restore Civility in Response to Derogatory Remarks on Social Media

Treat Others with Courtesy by Practicing Civility on Campus

All Things Work podcast: Introducing the SHRM Civility Index

SHRM Civility Index Infographic