Difficult meetings

If committee members are missing meetings, the first thing to ask yourself is: why?

There could be good reasons. 

For example: 

• Logistical issues such as the time or location of the meeting. 
• Maybe they didn't get the invite, so check that everyone’s contact details are correct. 
• Personal illness or other issues. 
• Previous conflict.
• Feeling that the meetings are dominated by other people and that they wouldn't get a voice. 

Talk to people who don't attend - and see if you can find a solution. 

Ideally, you want to try and anticipate conflict - so that you can avoid it. You should have meeting rules and a code of conduct with clear guidelines on behaviour. 

However, if conflict does arise then:

• Don’t get upset or emotional.  
• Deal with issues logically, one by one.
• Try to reach an agreement, then move on. 
• Take ‘a step back’ from the meeting to remind everyone why they got involved in the first place! 

Nobody is intrinsically 'difficult'. But they could be feeling frustrated or angry. 

Try to: 

• Identify any triggers. 
• Work out what bothers you, or other people, about their behaviour. 
• Find a way of dealing with them, that minimises conflict. 
• Rehearse the strategy to apply next time the situation arises.  

The Chairperson has an important role in managing difficult meetings. Their skill in people management is crucial.

It will also help if:

• You give everyone a voice. 
• You remember that debate is healthy and good for decision making. 
• Meetings start and end on time. 
• You concentrate on the business in hand. 
• All views are clearly stated. 
• All decisions are clearly agreed. 
• Minutes record the discussions and any disagreements. 
• There is a clear summary, with actions agreed and deadlines.