Process 10: Conflict resolution and coordination between departments

🎯 Purpose

- Ensure the spirit of cooperation, respect and responsibility in the working process between the Boards/Groups/Members.
- Minimize conflicts that arise - if any, handle them properly, with the right people, at the right time.
- Build a friendly, united working environment, ready to listen and support each other.

🧭  General principles

1. Focus on common goals.
2. Respect the differences and roles of each Committee.
3. All conflicts are handled through dialogue, not blaming or avoiding.
4. Do not personalize the problem – do not spread unverified information.

🔁 6-STEP PROCESS

🔹 Step 1: Identify & Record Conflict

• Any member who feels there is a misunderstanding or disagreement has the right to record the situation.
• Use Form 07 – Internal Issue Recording Form (can be anonymous).

🔹 Step 2: Notify the Coordinator

• The Club Coordinator will receive the information in a neutral, confidential and objective manner.
• Determine the severity (mild – moderate – severe) and whether it needs to be handled urgently.

🔹 Step 3: Invite the parties to dialogue

• Organize a quick meeting (10–15 minutes), with the Coordinator and representatives of the relevant parties present.
• Apply the 3 no's principle: No blame – No interruption – No speaking for others.
• Record the minutes of the discussion.

🔹 Step 4: Agree on a specific solution

• If the parties reach an agreement, record it in Form 08 – Minutes of Agreement on a Solution.
• If there is no agreement → The Coordinator proposes a solution based on the Club's rules.

🔹 Step 5: Monitor the results

• After 3–5 days, the Coordinator will check the progress of the solution implementation and the level of improvement.
• Note comments in Form 09 – Post-Conciliation Follow-up.

🔹 Step 6: Report to the Executive Board (if necessary)

• If the incident is serious, prolonged, or cannot be resolved by itself → The Coordinator reports to the Executive Board.
• The Executive Board may invite the Teacher Advisor to participate in handling at a higher level.

🧩 Tips for effective coordination between departments

- Always ask the question: “Does this make the club better?” before each action.
- Update work progress transparently with a shared task board.
- When there is an overlap: instead of arguing “who is right”, ask “how should this be done best?”.
- Have a short inter-committee meeting every week (15 minutes) to discuss, give feedback and remind the spirit of cooperation.

📌 Related forms

• BM07 – Internal Issue Record Form
• BM08 – Resolution Agreement Minutes
• BM09 – Post-Conciliation Follow-up Form