A Common Concern Meeting Guide

A Common Concern
Meeting Guide

Welcome to this Common Concern Meeting. As you know, this meeting is one of a series of steps designed to support adults in our community as we work through differences. Usually present at this meeting are one or more facilitators with training in the Common Concern Process, the adults involved and helpers or companions who bring support.

Meeting Overview:

There are four key stages to this meeting, each designed to move us through a problem-solving process. By the end of the meeting we will have explored everyone’s stories, shone some light on what has been happening; investigated some strategies for improving relationships and come to agreement over a “do-able” action plan.

Warmth

1.Setting the Scene / Introduction.

Withholding blame is crucial to this process. The children have a ‘No Blame’ process when they work through problems and to be authentic, we need to do the same.
Every one introduces themselves.
Communication guidelines for a successful meeting are reviewed.
The Process so far is reviewed. A very brief overview of the meetings that have been held is given.
Brief statement of the problem by the Facilitator. For example, “There seems to be a problem with communication and misunderstandings.”

2.Gathering Stories.

The Helpers share their own biographical stories of social isolation or conflict.

Light

3.Outline the issue. What happened?

Each helper summarizes the account they heard in the Preliminary meeting. Emphasis is given to how this made their party feel and the effect it is having on their life.

4.Opening & Going Deeper.

The issue is now opened for discussion. The parties are encouraged to speak to each other.

Movement

5.Foundations for Agreement.

This is a brainstorming phase.

6.Building Toward Agreement.

Find areas of agreement.

Reality

7.Make an action plan.

Who will do what and when will they do it.

8.A check in time for the next week is organized.

This is to see how things are going.

A Common Concern Meeting

Note Taking Guide

Date:

Present at this meeting:

Notes Taken by:

1. Overview (Warmth) 5 minutes

Notes are not usually required for this section of the meeting, but space has been left here in case any important points are raised during this phase. It may be helpful to note details of other situations for reference.

2. Observations (Light)

Helper outlines of the issues: (5 minutes)

Helpers outline issues for each person with special emphasis on feelings/effects of those involved.

Exploring deeper: (10 minutes)

Helpers outline issues for each person with special emphasis on feelings/effects of those involved.

3. Foundations for Agreement (Movement)

Needs and reasons: (10 minutes)

Parties discuss with each other directly their needs and reasons. The facilitator summarizes these.

Sculpting ideas: (10 minutes)

Each person in the circle (including helpers) contributes at least one idea each towards building a better relationship. No good or bad ideas – write them all down on paper that everyone can see.

Finding things we can agree on: (10 minutes)

Starting with easy ideas, work through as many of the ideas from the process so far that the parties can agree on.

Separate issues from personalities
Separate needs from positions
Parties offer changes they can make themselves
Develop trade-offs (if necessary)
Facilitator uses “what if” questions

4. Making A “Do-Able” Action Plan (Reality)

Action items: (10 minutes)

Action items must be specific, realistic and have a time-frame. Note who will do what by when.

WHOWHATWHEN

Wrapping up and Following up: (5 minutes)

Make specific plans to ensure that the outcomes of this meeting can and will be reviewed.

Arrange a check-in time to review the actions
Have the parties initial the form

Date of Follow up Meeting is: ……………………………

Initialed: (All present)…………………………Initialed Helpers…………………………………..

Each person receives a copy of these notes.