Mediation support

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A Structured and Fair Approach to Mediation

Before mediation begins, an initial overview of the situation is requested to assess whether the matter can be resolved through a single session or would benefit from a more structured process.
This information is collected via a short online form, allowing an informed and efficient assessment.

While some straightforward disputes can be resolved in one joint meeting, a structured, multi-stage mediation processis often the most effective approach. This ensures all perspectives are understood, communication is balanced, and outcomes are sustainable.

The Mediation Process

1. Individual Pre-Mediation Consultations

The process begins with private consultations with each participant.
Typically, the individual who raised the concern is met with first, followed by the other party.

These confidential discussions allow each person to:

  • Share their perspective openly

  • Clarify concerns and expectations

  • Identify desired outcomes

Duration: 15–30 minutes per participant
Format: In Person/Video conference available

Sessions do not need to occur on the same day and are scheduled at times that best suit participants. The joint mediation session is usually held within a few days (and no longer than one week) after these interviews.

Key themes and issues are documented to ensure they are addressed effectively during the joint session.

2. Maintaining Balance and Fairness

A core responsibility of the mediator is to ensure a balanced and equitable process.

Workplace mediations often involve power imbalances due to hierarchy, seniority, or communication styles. These dynamics are actively managed to create a neutral, respectful, and psychologically safe environment, ensuring all participants are heard equally.

3. Joint Mediation Session

Following the individual consultations, a joint mediation session is facilitated.

During this session:

  • Each party has the opportunity to express their views

  • Issues are explored constructively

  • Common ground and practical solutions are identified

In some cases, more than one joint session may be required.

Outcomes may include:

  • A verbal agreement

  • A written agreement signed by both parties

4. Follow-Up and Closure

Approximately two weeks after mediation, individual follow-up discussions are held to:

  • Review progress

  • Confirm whether the agreement has been effective

  • Identify any remaining concerns

If required, further mediation or alternative actions can be discussed.

5. Confidentiality and Reporting

All mediation discussions are strictly confidential.

If HR or management requires a summary of outcomes, this will only be provided with the explicit written consent of all participants.
Where consent is given, a formal report outlining agreed outcomes is prepared and shared with relevant stakeholders.

Role and Responsibilities of the Mediator

The mediator’s role is to manage the process, not determine who is right or wrong.

Key responsibilities include:

  • Maintaining neutrality and impartiality

  • Ensuring confidentiality

  • Creating a safe and respectful environment

  • Facilitating clear, constructive communication

  • Identifying underlying issues and interests

  • Managing power imbalances

  • Supporting collaborative problem-solving

  • Assisting with written agreements where appropriate

  • Arranging follow-up to support lasting outcomes

Standard Workplace Mediation Framework

A typical mediation engagement follows this structure:

  1. Initial Assessment

    • Determine suitability for mediation

    • Confirm voluntary participation

  2. Individual Pre-Mediation Sessions

    • Understand perspectives and context

    • Build trust and explain the process

    • Prepare participants for joint discussion

  3. Joint Mediation Session(s)

    • Mediator opening and ground rules

    • Participant statements

    • Guided discussion and issue exploration

    • Solution-focused negotiation

  4. Agreement and Closure

    • Formalise outcomes if required

    • Clarify next steps and responsibilities

  5. Follow-Up

    • Review progress and sustainability of outcomes