Workplace Mediation – Participant Guide (UK)
What is mediation?
Mediation is a voluntary and confidential process where an independent, qualified mediator helps people resolve workplace issues informally. It focuses on improving understanding and finding practical solutions that work for everyone involved.
Confidentiality – what it means for you.
Mediation discussions are private and confidential from HR and management.
The mediator will not share what you say with HR, your manager, or others without your permission.
Notes taken by the mediator are usually not shared or retained after mediation. The only information normally shared with HR is whether mediation took place and whether an agreement was reached. Exceptions may apply in cases involving risk of harm, illegal activity, or safeguarding concerns. This is highly unusual, and no information would be disclosed without informing the mediation participants before any further discussions with HR or management.
Key Principles of Workplace Mediation
Voluntary – Mediation is voluntary. You must agree to take part in the process before proceeding. You will have the opportunity to discuss participation with the mediator in the pre-meeting.
Confidential – Discussions stay within mediation. The mediator will not share information with HR or management.
Impartial – The mediator is neutral. As an independent mediator, I have a professional responsibility to remain neutral. I do not read materials that the organisation may have ahead of mediation. I also do not have any extensive discussions with HR or management. As an independent mediator, I come to the process as a neutral party.
Collaborative – You work together to reach your own agreement. Any solution is the participants'. The mediator is the custodian of the process but cannot impose outcomes.
What to expect
Individual meetings – The process starts with a one-to-one conversation with you and the mediator. The individual discussions are confidential and not shared with the other participants.
Joint meeting – The mediator will run a structured, respectful discussion between participants. This can be in person or virtual. A detailed discussion of the process and structure will take place during your 1-to-1 meeting.
Finding solutions – During the mediation, you explore practical ways forward. Before you get to that point, you will have the opportunity to set out your perspective. The mediator will work with you to prepare a personal statement, which you can complete in advance of the mediation and read at the meeting.
Agreement – If an agreement is reached and recorded, the participants will first see the draft agreement, finalise it, and decide what they are prepared (if anything) to share with the HR team.
Follow-up – The mediator will follow up with you after 4 weeks and again at 3 months to make sure things are on track.
Your role
To engage in good faith with the discussion. Be prepared to be open and honest, listen actively, consider compromise, and respect confidentiality. The mediator will guide the conversation and will also ensure respectful discussion and listening by all parties. You can request a break at any time in the process.
Full agreement, partial agreement, or no agreement (with other options available). Agreements can help to set a future-focused way of working. They can also include recommendations for the organisations on their approach to the situation. This can result in changes to processes, upskilling teams, and a better understanding of where things could have gone off track from the organisation's perspective.
Benefits
Mediation can be agreed to promptly and can support ongoing working relationships, providing a confidential space to discuss history and the way forward. Mediation gives participants a safe space to express their feelings without recrimination and can help put relationships back on track. It also gives participants control over outcomes.
When mediation may not be suitable
When there are allegations of serious misconduct, safeguarding concerns, or situations requiring formal investigation. It is very unlikely that either of these situations would arise, but if something came up in a confidential discussion with the mediator, they would make you aware of concerns before sharing anything with the organisation.
Reasonable Adjustments and Additional Support
We want mediation to be accessible to everyone. If you have a neurodivergent condition, a disability, or if you are feeling particularly anxious or stressed about the process, please let the mediator know – before or during your individual pre-meeting. We will work with you to make sure the process feels safe and manageable.
Support for neurodivergent participants
Mediation can be adapted in a range of ways to support participants with conditions such as autism, ADHD, dyslexia, dyspraxia, or sensory processing differences. Examples of adjustments that can be made include:
Providing written or visual summaries of the process in advance so you know what to expect at each stage.
Sharing the agenda and any materials ahead of time to reduce uncertainty.
Allowing additional time for individual sessions or the joint meeting, and building in more frequent breaks.
Using a quieter or more neutral venue, or conducting meetings virtually to allow you to participate from a familiar environment.
Allowing you to have a trusted support person present during your individual meeting (not during the joint session, unless all parties agree).
Adjusting communication style – for example, using clear and direct language, avoiding ambiguity, and checking in regularly to ensure you feel understood.
Providing extra processing time before responding during discussions.
Support for participants feeling stressed or anxious
It is entirely normal to feel nervous, stressed, or emotionally overwhelmed before or during mediation. The mediator is trained to work sensitively with participants who are finding the process difficult. The following support is available:
Your individual pre-meeting is an opportunity to speak privately with the mediator, share any concerns, and prepare at your own pace before any joint discussion takes place.
You can request additional individual time with the mediator if you need more support before feeling ready to proceed.
You may pause, take a break, or step away from the joint meeting at any point. There is no pressure to continue if you are not feeling able to.
If you would like to write down your thoughts or feelings in advance rather than speaking them aloud, the mediator can help you prepare a written statement to read or have read on your behalf at the joint meeting.
Shuttle mediation
If a joint meeting does not feel possible or appropriate for you – whether because of anxiety, stress, neurodivergent needs, or any other reason – shuttle mediation is available as an alternative. Shuttle mediation means the mediator moves between participants separately, either in different rooms or virtually, rather than bringing everyone together in the same space.
Shuttle mediation can be a helpful option in the following circumstances:
Where one or both participants feel too anxious or distressed to sit in the same room as the other party.
Where a participant finds direct face-to-face interaction particularly challenging due to a neurodivergent condition.
Where both participants agree it would help the process to begin indirectly, with the option of moving to a joint meeting later if appropriate.
Where power imbalances or emotional dynamics mean that a joint meeting would not allow all parties to engage equally.
Shuttle mediation can take place in person or virtually. The mediator will discuss this option with you during your individual pre-meeting and will always seek agreement from all parties before proceeding with any format. Choosing shuttle mediation does not indicate any weakness or failure – it is simply another route to reaching a resolution.
How to request adjustments
You do not need to disclose a formal diagnosis to request adjustments. Simply let the mediator know what would help you to participate effectively. All requests will be treated with discretion and as part of the confidential mediation process. The mediator will work with you to find an approach that supports your full and fair participation.
If you have any questions about the mediation process — or if you're ready to take the next step — Two Magpies is here to help. Get in touch to book a complimentary consultation.