Spencer Lanoue
Writing a resolution might sound straightforward, but crafting one that’s clear and effective can be a bit of an art. Whether you’re drafting a resolution for a professional setting, a community organization, or even a personal goal, it’s essential to know how to communicate your intentions precisely. In this post, I’m going to break down the process of writing a resolution into manageable steps with tips and examples to guide you along the way.
What is a Resolution?
A resolution is a formal expression of intent or decision agreed upon by a group or an individual. Think of it as an official statement that outlines a specific action or stance. Resolutions are commonly used in business meetings, government bodies, and organizations to formally record decisions. But they can also be personal, like New Year’s resolutions, which are goals or promises to oneself.
Resolutions often follow a specific format, especially in formal settings. They usually start with a series of “whereas” clauses that establish the context and rationale. Followed by “resolved” clauses that specify the action to be taken. Now, let’s dig into the details of writing a resolution that sticks.
Start with Clear Objectives
Before putting pen to paper, take a moment to clarify what you want to achieve with your resolution. Ask yourself: What problem am I addressing? What outcome do I desire? Having a clear objective will keep your resolution focused and on point.
For instance, if you're writing a resolution for a community meeting with the goal of improving local parks, your objective might be to increase funding for maintenance and development. This sets a clear target and guides the rest of your writing.
Research and Gather Information
Once you’ve nailed down your objectives, it’s time to gather the necessary information. This step is crucial for building a strong case for your resolution. Research the background of the issue, gather relevant data, and consult with stakeholders if needed.
Let’s say your resolution is aimed at reducing workplace stress. You might gather data on how stress affects productivity, consult with colleagues to understand their concerns, and review any existing policies that relate to employee well-being. This information will serve as the backbone of your resolution’s “whereas” clauses.
Structure Your Resolution
The structure of a resolution is essential to its clarity and effectiveness. Typically, resolutions are divided into two main sections: the preamble and the operative clauses. Let’s break these down:
- Preamble: This section contains the “whereas” clauses that provide context and justification for the resolution. Each clause should be a single, concise statement that builds upon the previous one.
- Operative Clauses: Here’s where you specify the actions to be taken. Each “resolved” clause should be clear, actionable, and directly related to the objectives of the resolution.
Here’s a simple example:
Whereas, employee well-being is crucial for maintaining productivity;
Whereas, recent surveys indicate a rise in workplace stress;
Resolved, the company will implement a flexible work schedule to reduce stress.
Use Clear and Concise Language
Clarity is key when writing a resolution. Use straightforward language and avoid jargon or complex terms that might confuse readers. Each clause should be concise and to the point, making it easy for everyone to understand your intent.
Let’s say your resolution is about implementing an environmental policy at your workplace. Instead of saying, “The organization shall endeavor to enhance its ecological footprint,” opt for, “The company will reduce its carbon emissions by 20% over the next year.” The latter is both clearer and more actionable.
Include Supporting Evidence
Supporting evidence strengthens your resolution by providing a rationale for your proposed actions. This can be in the form of statistics, expert opinions, or previous successful examples. Including evidence helps convince others of the necessity and feasibility of your resolution.
For example, if your resolution aims to increase diversity within your organization, you might include data on how diversity improves innovation and performance. This not only justifies your proposal but also demonstrates its potential benefits.
Engage Stakeholders
Engaging with those who will be affected by the resolution is a crucial step. It ensures that you have considered different perspectives and have the support needed for successful implementation. Reach out to stakeholders during the drafting phase to gather input and address any concerns.
Let’s say you’re drafting a resolution for a school board. Engaging with teachers, parents, and students can provide valuable insights and foster a sense of ownership and cooperation. It can also help you anticipate potential objections and address them in your resolution.
Review and Revise
Once you’ve drafted your resolution, take the time to review and revise it. Check for clarity, coherence, and consistency. Make sure that each clause logically follows from the previous one and that your objectives are clearly stated in the operative clauses.
It can be helpful to have someone else review your resolution. A fresh pair of eyes can catch inconsistencies or unclear language that you might have missed. They can also provide feedback on the overall tone and effectiveness of your resolution.
Presenting Your Resolution
Finally, when it’s time to present your resolution, be prepared to explain and defend it. A well-prepared presentation can make all the difference in gaining support. Practice your delivery, anticipate questions, and be ready to provide further explanations or evidence if needed.
For instance, if you’re presenting a resolution at a city council meeting, prepare a brief overview of the issue, the proposed solution, and the benefits. Be confident and clear in your presentation to persuade others to support your resolution.
Final Thoughts
Writing a resolution that effectively communicates your intent and gains support is an invaluable skill. By following these steps and keeping your objectives clear, you can craft resolutions that make an impact. If you ever find yourself stuck or needing a little extra help, Spell can be your go-to tool. With its AI capabilities, you can draft, edit, and collaborate on resolutions quickly and efficiently, saving you time and effort.
