Workplace Incivility: Tips to Reshape Inappropriate Employee Behavior

Emma had always been passionate about her job as a marketing specialist. She was excited when she joined a new company, eager to contribute fresh ideas and collaborate with her colleagues. However, she soon noticed a concerning pattern of behavior within her department. 

Her manager, Alex, often dismissed Emma’s suggestions in meetings, rolling his eyes and interrupting her mid-sentence. Colleagues frequently engaged in gossip, and coworkers who had longer tenure oftentimes displayed subtle forms of exclusion that made Emma feel unwelcome. 

Over time, the toxic environment began to affect Emma’s performance and confidence. She became hesitant to speak up in meetings, fearing ridicule or indifference. The lack of respect and teamwork drained her enthusiasm, and the persistent incivility even triggered aggressive behavior among some employees. 

The spiraling effect made Emma dread going to work and she soon found herself back on the job hunt. Surely other companies wouldn't have this much disrespect among coworkers... right? 

What is Workplace Incivility? 

Unfortunately, workplace incivility is a pervasive issue that affects many organizations, from customer service and professional settings to frontline workers and university employees. It encompasses a range of behaviors that violate norms of respect and courtesy, from subtle slights to overt rudeness.  

Incivility, even in its mildest forms, can have far-reaching negative outcomes. When left unchecked, it can create a toxic work environment that includes higher stress levels, emotional exhaustion, decreased morale, lower job satisfaction, increased turnover, and reduced overall organizational performance.  

How Workplace Incivility Happens 

Workplace incivility can arise from various factors, including poor leadership, lack of communication, unclear policies, inadequate training, ignoring disrespectful behavior, and more. It is manifested in both verbal and non-verbal behaviors and can be intentional or unintentional.  

While coping strategies can help mitigate any negative effects among employees, incivility can make it difficult for an organization to attract and retain top talent over time. 

Is Bullying the Same as Workplace Incivility? 

Incivility and workplace bullying are two different levels of problems, as the latter involves more severe and repeated harmful actions. Workplace bullying should be immediately addressed whenever experienced, observed, discussed, or caught wind of through an undisclosed source. Please contact your certified HR expert for help with managing a workplace bullying situation. 

What is Workplace Civility? 

In contrast, workplace civility is the foundation of a healthy, productive, and inclusive organizational environment. It fosters respect, professionalism, kindness, collaboration, and psychological safety, enabling employees to thrive. 

Maintaining workplace civility is crucial for enhancing organizational commitment, as low levels of incivility and a supportive environment significantly predict employees' job satisfaction and their commitment to the organization. 

Management's Role with Workplace Incivility 

As a company leader, you must instill a culture of civility while implementing strategies to combat incivility when it arises. Creating a supportive organizational culture is crucial, as this encourages your employees to report bad behavior and helps create a responsive environment that addresses issues effectively. 

Here are several strategies to change your company culture from tolerating workplace incivility to embracing civility. 

Strategies to Instill a Culture of Civility in Organizational Culture 

1. Establish Clear Organizational Values

Define and communicate clear values centered around respect, integrity, and professionalism. These values should be embedded in company policies, performance expectations, and daily interactions.  

To reinforce these values, ensure they are reflected in hiring practices, onboarding, and training programs. Talk about them in company meetings and make them a focal point in break rooms.  

2. Lead by Example

Leadership sets the tone for workplace behavior. When executives, managers, and supervisors consistently model civil behavior, employees are more likely to follow suit.  

Unfortunately, the same is true for tolerating incivility; when managers ignore inappropriate behaviors or laugh at rudeness, subordinates perceive that behavior to be acceptable and do the same. 

As a leader, you should always be kind but direct to immediately stop unacceptable behaviors among employees. In contrast, demonstrate active listening, show appreciation, and handle conflict with empathy and professionalism. 

3. Implement Civility Training

Depending on your company's needs, you may need to implement regular training for employees to learn how to recognize and address incivility. These sessions may cover effective communication, conflict resolution, and emotional intelligence. Include role-playing scenarios and case studies to reinforce appropriate behaviors and encourage employees to foster a culture of respect. 

4. Encourage Open Communication

Open dialogue is key to preventing misunderstandings and conflicts. Set up multiple channels for employees to voice concerns without fear of retaliation, from anonymous feedback tools and "town hall meetings" to open-door policies and one-on-one check-ins with managers. Be sure top-level managers are involved, as organizational support plays a crucial role in encouraging and sustaining channels for open dialogues. 

5. Recognize and Reward Civil Behavior

Recognition programs that highlight acts of civility reinforce positive behavior. Publicly acknowledge employees who demonstrate kindness, teamwork, and professionalism to motivate others to follow their example. This could be done in the form of awards, recognition in meetings, shout-outs on your company's intranet forum, or small incentives. 

6. Establish Clear Policies and Consequences for Incivility

Your well-defined code of conduct should outline acceptable and unacceptable workplace behavior. Specify consequences for uncivil behavior and ensure accountability at all levels. Just like sexual harassment training, include clear reporting mechanisms and train both employees and managers on how to report and address concerns. 

7. Address Incivility Promptly and Effectively

As a manager, you should try to intervene as soon as possible with a structured approach to address behavioral issues, as ignoring incivility gives the wrong impression and allows it to escalate. 

Conflict resolution strategies such as mediation, coaching, or corrective action plans can help restore workplace harmony while holding individuals accountable. If left unchecked, incivility can escalate into more severe forms of misconduct, including physical violence. 

8. Promote Workplace Well-being and Mental Health

A workplace that prioritizes employee well-being fosters civility. When you provide mental health resources, encourage work-life balance, and create an inclusive environment, you are creating a more respectful workplace. In this type of setting, employees feel supported and valued and are much more likely to treat others with respect. 

9. Empower and Engage Employees

When employees feel empowered and engaged, they are more likely to speak up against uncivil behaviors and report incidents. As a manager, you can foster employee empowerment and engagement by providing training, promoting open communication, and encouraging feedback. 

Conclusion 

Creating a culture of civility requires intentional efforts from both leadership and employees. By setting clear expectations, modeling respectful behavior, and addressing incivility proactively, your company can build a positive work environment that enhances collaboration, engagement, and overall success. Prioritizing workplace civility also strengthens your company's reputation and long-term sustainability. 

For more information, please contact your certified HR expert. Not a current Stratus HR client? Book a free consultation and our team will contact you shortly.