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Clubs Association Workshop 2: Conflict Resolution Minutes & meeting procedures.

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1 Clubs Association Workshop 2: Conflict Resolution Minutes & meeting procedures

2 Introductions Please share the following with the group: Your name Club you belong to & position (if applicable) What level of experience you have in clubs committees

3 Conflict resolution This topic will cover: – Recognising conflict – Conflict resolution techniques – Strategies for creating win-win situations

4 Recognising conflict In a club, you dont need to always agree, but you do need to find a way to get along. Conflict often arises due to poor communication or different interpretations of facts.

5 Recognising conflict Conflict is a natural part of being human. When handled well it can be resolved and the parties can move forward productively

6 Recognising conflict If it is not recognised and addressed, conflict can escalate. In most cases its better to acknowledge, rather than try to ignore, conflict. You may need to work to recognise when others are not comfortable, and to offer others an opportunity to speak.

7 Whose responsible for resolving conflict? Should it be between the two parties or should someone else get involved? Generally – start with the parties themselves.

8 Process of resolving conflict If the conflict is more serious and cannot be resolved, a third person (or group) should become involved. If this is not successful, you should seek advice from the Clubs Association on what other avenues are available to you – e.g. You may have the issue referred to the grievance committee.

9 Encouraging points of view If you have the responsibility for resolving conflict, it is important you encourage those concerned to give their point of view. You need to accept their point of view and treat it with respect, even if you dont agree. REMAIN POLITE at all times!

10 Communication Communication is key to resolving conflict and is a two-way process. Strategies that aid conflict resolution: Stick to the issues at hand Dont get personal Always work towards a solution Strategies that hinder communication: Blaming Withdrawing or ignoring the problem Bullying / patronising

11 Handling difficult people Often difficult people just want someone to listen to them. When you listen you should be: – Calm – Caring – Supportive – Reassuring Ask the person to explain what they are upset about. If the person is angry, remove them from the situation. Remember to listen and not take things personally.

12 Conflict resolution techniques Conflict resolution means that conflict is solved by focussing, identifying and satisfying peoples needs. People with different personalities respond in different ways. Different ways of reacting arent right or wrong, but it helps to be aware of your way own approach.

13 Activity Take some time and think about how you react in controversial situations. Be honest, no one is going to read or see this.

14 Conflict Resolution Tips 1.Define the conflict – communicate very clearly about what you each want to achieve 2.Think about compromises you may be willing to make 3.Discuss possible solutions 4.Agree on the solution and implement it 5.If that solution doesnt work, go back to step 3

15 Top tips Respect other peoples right to an opinion. Dont let personality get in the way – stay objective. Listen and ask questions to understand, and communicate clearly to make yourself understood


17 Meetings & minute taking Topic will cover: – Determining need for meeting – Advising meeting participants – Preparing agenda – Following meeting procedures – Recording minutes

18 Determining need for meeting Every meeting should fulfil at least one of the following: – Give information – Obtain and share information – Make decisions

19 Different types of meetings Formal meetings Informal meetings Regular meetings AGM / IGM Board meetings Committee meetings SGM (to elect, or to change constitution)

20 Meeting objectives Critical to have clear meeting objectives. These objectives determine who should be involved and invited to attend. Dont have a meeting for the sake of it!

21 Advising participants of meeting Attendees should be given plenty of notice – usually 2 weeks. Note that this is minimum required for SGM/IGM, and these must be in academic term time Attendees should be notified of the date, time, place, type of meeting and the business to be discussed.

22 Meeting agenda An agenda is a blueprint for what the meeting will be about and the order of items to be discussed. Helps to keep discussion on track. Agendas should be clear and concise Should be distributed beforehand or at least request any items for inclusion

23 Agenda items Agendas should include: – Club name – Date and time – Purpose – Name of chairperson – Apologies – Minutes of previous meeting – Business arising from last meeting – Agenda items – Other business – Date of next meeting – Close of meeting

24 Consider resources Identify the requirements of the meeting so that resources and bookings can be organised. Use a checklist to ensure that everything has been prepared before the meeting. Every meeting will have different requirements – so be prepared.

25 Authority of chairperson Chairperson has authority to take control of proceedings – will usually be the President. The Chairs role is to facilitate the meeting, not to dominate it. They are in charge of the meeting and making sure it runs smoothly. The role of the chairperson is to: – Ensure a quorum is present – Ensure previous minutes are accepted – Take business in correct agenda order – Maintain order – Ensure the meeting stays on track – Know the constitution – Put motions to vote and declare the results – Bring the meeting to a close

26 Procedures at meetings Open meeting/welcome Ensure quorum is present (consttution may set a time limit) Record attendance Acceptance of apologies Confirmation of minutes from previous meeting Discuss arising from previous meeting Presentation of reports General business Other business Close the meeting

27 Conducting motions Member of the meeting calls for a motion Chairperson calls for a seconder Mover then speaks to the motion Questions should be directed through the chair Chairperson decides when theres been sufficient debate and calls for the motion to be put to vote. If motion passes, it is carried If not passed, it is lost or defeated » RECORD THE OUTCOME!!

28 Other terms relating to motions If a motion isnt seconded it lapses If the voting is equal, the chairperson usually has an extra vote which decides the matter (check your clubs constitution). Voting is usually by show of hands, but secret ballot for elections

29 Minute Taking Its impossible to write everything down word for word – dont bother trying. Only the main points of discussion and decisions need to be recorded. Notes of meetings arent final copy of the minutes. You dont have to write words out in full or write in complete sentences. In contrast, when recording a motion, the wording needs to be recorded exactly as is agreed to. The chairperson should ask the mover to speak slowly and ask you to repeat it. Its ok to ask the chairperson to clarify an issue you are not sure about or to have something repeated.

30 What should be recorded Minutes should be written in past tense and in sentence form. The final minutes should adhere to: – Name and type of meeting – Date, time, place – Names of those attending/present – Apologies – Name of chairperson – Confirmation of previous minutes – Agenda items – A record of motions and names of movers and seconders – Any actions – Date, time and place of next meeting – Time of closure. – Edit the template to suit YOUR meeting



33 Questions?

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