1Workshop 2: Conflict Resolution Minutes & meeting procedures Clubs AssociationWorkshop 2:Conflict ResolutionMinutes & meeting proceduresIntroduce myself.Introduce Janet Penhall.Explain session is generic in nature – based on research, contacts and resources.Janet will interject along the way with specific Clubs Association information.Each topic will be presented individually.Short break at end between session – time for toilet break and cups of teas.HousekeepingToilet location.Tea, coffee, biscuits available. Feel free to help yourself throughout the session.Introductions.Explain my background.Ask participants to introduce themselves, the club they come from, what they want to get out of the session.
2Introductions 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
3Conflict resolution This topic will cover: Recognising conflict Conflict resolution techniquesStrategies for creating win-win situations
4Recognising conflictIn a club, you don’t need to always agree, but you do need to find a way to get along.Conflict often arises due topoor communication ordifferent interpretations of facts.Or from people feeling their needs aren’t important as others.Conflict often occurs in the workplace when different staff members have different roles and different priorities
5Recognising conflict Conflict is a natural part of being human. When handled well it can be resolved and the parties can move forward productivelyMany people fear conflict.View it as a “I win, you lose” or “You win, I lose” scenario. Doesn’t have to be like that.Conflict is an opportunity to resolve and clarify different ideas.View opinions with respect and an opportunity to see beyond your own ideas to create a win-win situation.
6Recognising conflictIf it is not recognised and addressed, conflict can escalate.In most cases it’s 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.It is important to be able to recognise signs of conflict early and to deal with before they become a crisis situation.Discomfort is usually the feeling that something’s not quite right. Could be puzzled looks by someone or a look of confusion.Incidents is usually when things aren’t too uncomfortable. Usually words or non-verbal messages have been exchanged which indicate some disharmony.Misunderstanding is when things have escalated slightly and when the previous two stages haven’t been dealt with.Tension is when the involved parties find it difficult to talk to each other. Emotions are running high.Crisis an escalation of all the above situation.sIt’s very important to be able to recognise these situations and know what you can do about it.Try to make clear in your mind what the difficulty is.Think aboutWho is having the difficultyWhat the difficulties are aboutWhat the circumstancesWhen and why they have happened.
7Whose responsible for resolving conflict? Should it be between the two parties or should someone else get involved?Generally – start with the parties themselves.
8Process 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.
9Encouraging 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 don’t agree.REMAIN POLITE at all times!The reason you are in conflict with another person may be the fact that their point of view is different.This can make it difficult for you to encourage, accept and treat their point of view with respect.However difficult it is, open your mind and listen to what they have to say and they have to do the same.You can then work together to try and reach common ground through compromise to resolve the conflict.Remember, there are always two sides to a story and making sure all points of view are encouraged is vital in finding a solution.
10CommunicationCommunication is key to resolving conflict and is a two-way process.Strategies that aid conflict resolution:Stick to the issues at handDon’t get personalAlways work towards a solutionStrategies that hinder communication:BlamingWithdrawing or ignoring the problemBullying / patronisingCommunication involves sending & receiving messages. Clear communication ensure your message is sent and received as you intended.
11Handling difficult people Often difficult people just want someone to listen to them.When you listen you should be:CalmCaringSupportiveReassuringAsk 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.Once they have explained their situation you can help to find a solution.It is important you stay calm.When people are angry they often say things they don’t mean.This takes practice. But remember that more often than not, the problem isn’t about you.
12Conflict resolution techniques Conflict resolution means that conflict is solved by focussing, identifying and satisfying people’s needs.People with different personalities respond in different ways.Different ways of reacting aren’t right or wrong, but it helps to be aware of your way own approach.
13ActivityTake some time and think about how you react in controversial situations.Be honest, no one is going to read or see this.
14Conflict Resolution Tips Define the conflict – communicate very clearly about what you each want to achieveThink about compromises you may be willing to makeDiscuss possible solutionsAgree on the solution and implement itIf that solution doesn’t work, go back to step 3
15Top tips Respect other people’s right to an opinion. Don’t let personality get in the way – stay objective.Listen and ask questions to understand, and communicate clearly to make yourself understood
17Meetings & minute taking Topic will cover:Determining need for meetingAdvising meeting participantsPreparing agendaFollowing meeting proceduresRecording minutes
18Determining need for meeting Every meeting should fulfil at least one of the following:Give informationObtain and share informationMake decisions
19Different types of meetings Formal meetingsInformal meetingsRegular meetingsAGM / IGMBoard meetingsCommittee meetingsSGM (to elect, or to change constitution)The sytle of meeting required will depend on the meeting purpose, occasion and participants.
20Meeting objectives Critical to have clear meeting objectives. These objectives determine who should be involved and invited to attend.Don’t have a meeting for the sake of it!
21Advising 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 timeAttendees should be notified of the date, time, place, type of meeting and the business to be discussed.It is important this information is provided early to give participants enough time to read and think about the issues that will be discussed and to prepare information that is useful to the discussion.
22Meeting agendaAn 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 conciseShould be distributed beforehand or at least request any items for inclusionAgendas need to be distributed along with the notification of the meeting in plenty of time.
23Agenda items Agendas should include: Club name Date and time Purpose Name of chairpersonApologiesMinutes of previous meetingBusiness arising from last meetingAgenda itemsOther businessDate of next meetingClose of meeting
24Consider resourcesIdentify 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.Using a meeting checklist will help ensure you are organised.Will also assist others to know what you have organised.
25Authority of chairperson Chairperson has authority to take control of proceedings – will usually be the President.The Chair’s 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 presentEnsure previous minutes are acceptedTake business in correct agenda orderMaintain orderEnsure the meeting stays on trackKnow the constitutionPut motions to vote and declare the resultsBring the meeting to a closeThis person has the highest authority in a meeting and have been chosen because they are trusted and respected to do a good job.
26Procedures at meetings Open meeting/welcomeEnsure quorum is present (consttution may set a time limit)Record attendanceAcceptance of apologiesConfirmation of minutes from previous meetingDiscuss arising from previous meetingPresentation of reportsGeneral businessOther businessClose the meeting
27Conducting motions Member of the meeting calls for a motion Chairperson calls for a seconderMover then speaks to the motionQuestions should be directed through the chairChairperson decides when there’s 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!!
28Other terms relating to motions If a motion isn’t seconded it lapsesIf the voting is equal, the chairperson usually has an extra vote which decides the matter (check your club’s constitution).Voting is usually by show of hands, but secret ballot for elections
29Minute TakingIt’s impossible to write everything down word for word – don’t bother trying.Only the main points of discussion and decisions need to be recorded.Notes of meetings aren’t final copy of the minutes.You don’t 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.It’s ok to ask the chairperson to clarify an issue you are not sure about or to have something repeated.
30What should be recorded Minutes should be written in past tense and in sentence form.The final minutes should adhere to:Name and type of meetingDate, time, placeNames of those attending/presentApologiesName of chairpersonConfirmation of previous minutesAgenda itemsA record of motions and names of movers and secondersAny actionsDate, time and place of next meetingTime of closure.Edit the template to suit YOUR meeting