Johnny C. Taylor Jr., chief executive officer of the Society for Human Resource Management (SHRM), describes what he considers a society in crisis and one solution. “The world is brimming with diverse opinions and perspectives … . We won’t agree on everything. That’s why civility has never been more paramount.”

Civility is more than just politeness. It’s a cornerstone of workplace culture, essential for enabling people and businesses to thrive. Civility fosters respect, empathy and the productive exchange of ideas — qualities critical for organizational success.

SHRM research has found a lack of civility in the workplace leads to decreased job satisfaction, reduced innovation, higher turnover and increased costs associated with recruiting and training new employees. Conversely, when employees feel respected and valued, they’re more likely to engage, collaborate and contribute to the organization. SHRM advocates for civility as a foundational element of workplace culture, emphasizing everyone has a role to play.

In support of SHRM’s 1 million civil conversations initiative launched this year, here are five steps to promote civility in the workplace based on the SHRM civility starter kit:

Educate yourself. Leaders and managers must understand the state of civility in workplaces and society. According to the SHRM Civility Index, incivility is prevalent, with significant consequences for businesses, including lowered employee morale and higher turnover rates. A crucial component of this step is building psychological safety within teams. For civil conversations to be effective, employees must feel safe to share their thoughts without fear of judgment or retribution. Leaders should be patient as they work to create this environment, recognizing it takes time and consistent effort.

Establish a shared understanding of civility. Creating a civil workplace starts with a shared understanding of what civility means. SHRM stresses the importance of establishing a shared mental model among team members, ensuring everyone has a consistent understanding of what constitutes civil and uncivil behavior. Leaders should encourage team members to share their perspectives on civility. Discussions about these views identify common ground and areas of disagreement. To reinforce these discussions, use the SHRM Civility Index, which provides data-driven insights into the significance of civility in the workplace. By the end of these discussions, teams should have a collective understanding of civility that  guides interactions.

Establish and foster team norms for mutual respect. Once a shared understanding of civility is established, the next step is to develop clear norms for mutual respect. Involve team members in the process to ensure buy-in and accountability. Norms should outline specific behaviors expected from everyone, such as active listening without interruption and discussions based on facts. Establishing procedures for addressing incivility is also critical. Create mechanisms for reporting, addressing and resolving conflicts. Leaders should model these norms consistently, reinforcing their importance and ensuring they become ingrained in workplace culture.

Promote a culture of civility. This requires a concerted effort from both leaders and team members. Civility should be embedded in organizational culture and reflected in the behaviors of team members. Leaders must model respectful behavior and apply the same standards of civility to everyone. Regular check-ins
and progress meetings maintain this culture by providing opportunities for team members to discuss challenges and successes. By promoting civility consistently, organizations create an environment where respectful communication and collaboration are norms.

Become a catalyst for civility. Fostering civility is an ongoing process that requires continuous effort and reinforcement. SHRM provides tools to help leaders maintain momentum, including a free, web-based tool for facilitating civil dialogue within teams. HR professionals can also turn to resources like the Western Colorado Human Resources Association for support. The WCHRA offers guidance and best practices for cultivating civility in the workplace, providing HR professionals with tools and knowledge to address challenges. By leveraging SHRM and WCHRA resources, leaders create and sustain cultures of civility.

Civility is a vital component of a healthy workplace culture. By following the steps outlined in the SHRM civility starter kit, leaders and managers can transform difficult conversations into opportunities for growth and turn conflicts into collaborations. With the support of organizations like SHRM and the WCHRA, HR professionals can equip their teams with the skills to maintain civility, ensuring respectful and productive work environments.

Ultimately, fostering civility isn’t just a leadership responsibility. It’s a collective commitment that benefits everyone in an organization.