Clubs Association

Workshop 2:• Conflict Resolution

•Minutes & meeting procedures

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

Conflict resolution

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

situations

Recognising conflict• In a club, you don’t 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.

Recognising conflict

• Conflict is a natural part of being human.

• When handled well it can be resolved and the parties can move forward productively

Recognising conflict• If 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.

Whose responsible for resolving conflict?

• Should it be between the two parties or should someone else get involved?

• Generally – start with the parties themselves.

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.

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 don’t agree.

• REMAIN POLITE at all times!

Communication• Communication is key to resolving

conflict and is a two-way process.• Strategies that aid conflict resolution:

• Stick to the issues at hand• Don’t get personal• Always work towards a solution

• Strategies that hinder communication:• Blaming• Withdrawing or ignoring the problem• Bullying / patronising

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.

Conflict 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.

Activity

• Take some time and think about how you react in controversial situations.

• Be honest, no one is going to read or see this.

Conflict Resolution Tips1. Define the conflict – communicate very clearly

about what you each want to achieve2. Think about compromises you may be willing to

make3. Discuss possible solutions4. Agree on the solution and implement it5. If that solution doesn’t work, go back to step 3

Top 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

BREAK

Meetings & minute taking

• Topic will cover:– Determining need for meeting– Advising meeting participants– Preparing agenda– Following meeting procedures– Recording minutes

Determining need for meeting

• Every meeting should fulfil at least one of the following:– Give information– Obtain and share information– Make decisions

Different types of meetings

• Formal meetings• Informal meetings• Regular meetings• AGM / IGM• Board meetings• Committee meetings• SGM (to elect, or to change constitution)

Meeting 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!

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.

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

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

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.

Authority 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 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

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

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 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!!

Other terms relating to motions• If a motion isn’t seconded it lapses• If 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

Minute Taking • It’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.

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

Questions?