poteauyHave you ever worked with someone who makes you stop and think: “Are they just rude… or is this something deeper, like bias or racism?”
That’s exactly the dilemma one professional recently shared with me:
“I work in a place I mostly enjoy, but there’s one coworker who’s consistently abrasive and mean-spirited. She avoids helping or engaging with people from different cultures. So it makes me wonder—am I dealing with an individual who may be racist?”
Your first instinct might be to slap a label on the behavior. But before jumping to conclusions, it’s worth slowing down. The key is to look at patterns, behaviors, and impact—not just single moments. That’s where clarity comes from, and where your next steps begin.
To help with that, YPPMC uses a simple framework called PRO. Read on to learn more about this simple yet effective approach.
Using PRO to Address Workplace Behavior
The PRO framework offers three actionable steps for navigating challenging workplace behavior.
P – Point of View
Start with your point of view. In any interaction or with any observation, before jumping to conclusions, take a step back and really examine what stands out most.
YPPMC Suggests:
Document 2-3 clear behaviors, mannerisms, etc. that you clearly observe.
Be sure to make a note of the location, date, and time of each interaction or observation as well as an objective account of what you observed. And if you’re quoting something a colleague said, be sure to write down their words verbatim, using quotation marks, or indicate that you’ve paraphrased.
Sample objective observations might look like:
“On [date] at [time] I noticed Trisha walk into the office and only greet leadership and the people on her team.”
“During a debrief meeting in [location] on [date] at [time], Cameron claims his project failed because the people on his team are ‘incompetent’.”
“Three times this week ([date], [date], and [date]) Jessica presented last-minute projects all with one-week turnaround times.”
Notice that each of these statements is objective, describing only actions that took place rather than assigning intent. It’s an important step.
Additionally, pause before labeling and keep in mind that patterns tell a more robust story than one-off moments—and documenting these observations and interactions are a great way to credibly establish the presence of a pattern.
R – Reactions
Next, pay attention to reactions, both yours and others. Reactions matter because they can show whether a behavior is isolated, part of the culture, or indicative of a person’s typical behavior. Noticing silence, perceived discomfort, or perceived hesitation, to name a few, in group settings gives you stronger context when raising a concern.
YPPMC Suggests:
Note the following types of reactions:
- Your own immediate feelings and response
- How peers reacted (verbal and non-verbal cues)
- Leadership’s response, if present (redirecting, ignoring, or reinforcing the behavior)
And just like documenting your point of view, make sure that your notes about reactions remain objective; stay away from assigning meaning.
O – Outcome
Finally, focus on the outcome. What do you do with what you’ve observed?
YPPMC Suggests:
Don’t carry the burden alone. Start by engaging HR or your leadership in a conversation, and ask the right questions, such as:
What steps will be taken to investigate these incidents?
What kind of updates or timeline can I expect as the investigation proceeds?
Will my documentation be kept confidential and how will my privacy be protected?—
and hold the organization accountable for creating a respectful, inclusive workplace.
The Takeaway
Toxic behaviors should not be normalized. Everyone deserves respect at work. You may indeed be facing a biased or racist individual, but use the PRO framework to get clarity
PRO equips you to:
- Step back and assess the situation by objectively recording your point of view
- Observe how others respond to better understand the impact of a colleague’s behavior
- Determine next steps while protecting your mental health and advocating for accountability
You deserve a workplace where respect, inclusivity, and professionalism are the norm. At YPPMC, we guide employees in turning observations into clear actions, helping you navigate tough situations while protecting your well-being.
Listen to the full episode now on Spotify, YouTube, or your favorite podcast platform.
By Youseline Poteau-Young | Renide Jean, EdD, Contributor | Krystle Medina-Arias, aPHR., Contributor | Shari Isaacs, M.Ed., Editor. AskHR! Blog, Is It Rudeness or Racism? Navigating Problematic Coworkers at Work, 06 September 2025. https://yppmc.com/blogs
