heyCoach! Mediation Agreement Template
This mediation aims to help the parties resolve a conflict or misunderstanding in a neutral, respectful, and constructive setting. The session addresses recurring communication issues between team members. The goal is to rebuild trust, clarify expectations, and agree on shared next steps. The mediation follows the heyCoach! conflict-resolution model — grounded in empathy.
Session Details
Facilitator:
Platform / Location:
Date of Mediation:
Session Duration:
Parties Involved
Party A:
Party B:
Other Participants (optional):
☐ Conflict Mediation (team conflict)
☐ Workplace Mediation (employee–manager)
Purpose of the Mediation
"This mediation session is designed to help the parties resolve a conflict or misunderstanding in a neutral, respectful, and constructive setting. The focus is on creating a safe space where both parties can express their perspectives, identify underlying needs, and work collaboratively toward mutually beneficial solutions."
Process and Principles
The mediation follows the heyCoach! conflict-resolution approach, which is grounded in empathy, neutrality, and strict confidentiality. This methodology creates psychological safety and encourages open dialogue, ensuring all participants feel heard and respected throughout the process.
1. Opening & Ground Rules
Introducing the mediation process and establishing ground rules to ensure psychological safety, mutual respect, and productive engagement for all participants.
2. Sharing Perspectives
Each party has the opportunity to explain their view of the situation without interruption, fostering understanding and empathy between participants.
3. Clarifying Interests & Emotions
Identifying the underlying needs, values, emotions, and goals that drive each party's position, moving beyond surface-level disagreements.
4. Exploring Solutions
Generating and evaluating constructive options together through collaborative brainstorming and open discussion of possible pathways forward.
5. Agreement & Next Steps
Defining concrete actions, clear responsibilities, timelines, and structured follow-up processes to ensure accountability and sustainable resolution.
1. Opening & Ground Rules
Welcome, and thank you both for being here today. My role as your facilitator is to remain completely neutral — I’m not here to take sides or judge who is right or wrong. My job is to help you both have a constructive conversation and find a way forward that works for both of you. Before we begin, I’d like to go through a few ground rules to make sure this space feels safe and respectful for everyone:
- Respectful listening – please let each other finish speaking before responding.
- No interruptions – everyone will have the opportunity to share their perspective.
- Confidentiality – what we discuss here stays between us, unless you both agree otherwise.
- Voluntary participation – you are both here by choice, and you can take a break at any time if needed.
Does this sound fair to both of you?
[Wait for both to confirm.]
Great. With that in place, we can begin by hearing each of your perspectives — one at a time, without interruptions. Who would like to start?
2. Sharing Perspectives
Each participant describe your view of the conflict.
Julia expressed feeling excluded from key decisions.
Daniel shared that he perceived Julia’s feedback as personal criticism.
3. Clarifying Interests & Emotions
Thank you both for sharing your perspectives so openly. What I’d like to do now is go a bit deeper — beyond what happened — and look at what matters most to each of you underneath the situation. Often, conflicts aren’t just about facts or events. They’re about values, needs, or emotions that weren’t seen or met. So I’d like to ask each of you a few questions to understand what’s really important to you in this context.” (turns to Julia)
“Julia, when you think about the situation, what do you wish would happen differently? What would make your work with Daniel feel easier or more fulfilling?"
Julia sought recognition and transparent communication;
"Daniel, when you hear Julia say that, what stands out for you? And for you personally, what do you need in order to feel confident and supported as a team lead?"
Daniel wanted a sense of trust and constructive collaboration. Both acknowledged shared goals
"It sounds like both of you actually want the same thing: a cooperative, transparent working relationship where trust and appreciation go both ways. That’s a great foundation to build on."
4. Exploring Solutions
“Now that we’ve identified what’s important to both of you — recognition, trust, and open communication — let’s look at how you can bring that into your daily work. I’d like to invite you both to brainstorm ideas. There are no wrong suggestions; we’re just collecting options that could make your collaboration smoother. Julia, would you like to start?”
Julia: I think it would help if we had a short weekly catch-up — even just 15 minutes — to go over priorities and avoid misunderstandings
Facilitator: “Good idea. A regular touchpoint. Daniel, how does that sound to you?”
Daniel: “That works for me. I’d also like us to agree on who’s responsible for which topics, so it’s clear who makes the final call on each project.”
Facilitator: “So, clear ownership and shared check-ins — that’s a strong start. Julia, anything else that would make feedback easier between you two?”
5. Agreement & Next Steps
This section captures the mutually accepted outcome negotiated during the mediation session. All agreements should be specific, measurable, achievable, and time-bound to ensure clarity and successful implementation.
Summary of Agreement
To summarize what we’ve agreed so far:
- Weekly 15-minute check-ins to align priorities.
- Defined roles and decision responsibilities per project.
- Feedback to be shared privately and constructively.
- Concerns to be addressed directly, not through the team.
"Does this summary feel complete and fair to you both?”
Both:
“Yes.”
Facilitator: “Excellent. I’ll document this agreement and send you both a written summary today. It’s not a legal contract — it’s a commitment you’re both making to each other. Before we close, I’d like to ask one last question: what’s one thing you each appreciated about today’s conversation?”
“That’s wonderful to hear. It shows how communication can rebuild trust when both sides are willing to listen.
Thank you both for your openness and willingness to work through this together. I’ll follow up with the written summary and a link to schedule your follow-up in four weeks.
Unless there’s anything else, we’ll close the session here.”
Follow-Up & Confidentiality
Confidentiality Protection
The content of this mediation remains strictly confidential unless both parties explicitly agree otherwise in writing. This confidentiality extends to all statements, documents, and discussions that occur during the session.
No statements made in this session will be used against either party in any internal review, performance evaluation, or legal context. This protection encourages honest, open communication.
Ongoing Support
A voluntary check-in session can be scheduled after [X] weeks to review progress on agreed-upon actions and address any emerging challenges or adjustments needed.
The heyCoach! platform remains available for additional support, coaching sessions, or further mediation if circumstances require continued facilitation to maintain positive momentum.
Signatures & Confirmation
By signing below, both parties confirm their voluntary participation in this mediation process and their genuine agreement with the outcome. These signatures represent a commitment to uphold the agreed-upon actions and to engage in good faith with the resolution process.
Place and Date
_______________________________________
[City, Country] — [DD/MM/YYYY]
Mediator / heyCoach! Facilitator
_______________________________________
Signature and Date
Party A
_______________________________________
Signature and Date
Party B
_______________________________________
Signature and Date
This template serves as a professional framework for workplace mediation, ensuring all parties engage in a structured, respectful process that promotes lasting resolution and improved working relationships. For additional resources or support, contact your heyCoach! representative.
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