How to Handle Challenges and Conflict as a PTA Volunteer

PTA work is rewarding, but it’s not without challenges. Conflicts can arise between volunteers, parents, school staff, and even within leadership teams.

Knowing how to navigate disagreements and resolve issues effectively can help keep your PTA productive and make it easier to fundraise for your school community. This section of our handbook for new volunteers covers common challenges, conflict resolution strategies, and tips for mediating disputes.

Common challenges PTA volunteers face

PTA volunteers come from a limitless variety of backgrounds, experiences, and viewpoints. While diversity is the strength of any community, this mix of personalities and perspectives can also lead to disagreements when it comes to making decisions or planning projects. Here are some common challenges:

• Differences in priorities – PTAs run all kinds of fundraisers each year—and volunteers may have different opinions on what projects are most worthy of your organization’s time and attention.
• Uneven workload distribution – Some members take on too much, while others struggle to find ways to contribute.
• Personality clashes – Not everyone will get along, and strong personalities can lead to tension.
• Communication breakdowns – Misunderstandings, lack of transparency, or unclear messaging can create frustration.
• School-policy disagreements – The PTA may want to pursue initiatives that don’t align with school policies or administration goals.
• Budget conflicts – Disagreements over how to allocate funds can stall decision-making and cause tension.

Strategies for conflict resolution

When conflict arises, it’s important to address it quickly and constructively. Here are some key strategies:

• Stay focused on the mission – Keep discussions centered on what benefits students and the school community.
• Use active listening – Make sure all voices are heard. Listen without interrupting and summarize what others say to show understanding.
• Encourage open communication – Foster an environment where volunteers feel comfortable expressing concerns without fear of judgment. You should also use communication tools that encourage parents to engage with your messages.
• Address issues early – Small tensions can escalate if ignored. Deal with conflicts as soon as they arise.
• Find common ground – Look for shared goals and use them as a foundation for compromise.
• Use neutral language – Avoid accusatory statements and focus on finding solutions.
• Agree on next steps – Summarize key takeaways after a conflict resolution discussion and outline the plan moving forward.

Mediating disputes between other members

Sometimes, you may need to step in and help resolve conflicts between other PTA members. Here’s a structured approach:

1. Stay neutral – Avoid taking sides and focus on guiding a fair discussion. Be invested in the outcome for students, not emotionally attached to a position.
2. Hear both perspectives – Allow each person to explain their concerns without interruption. Collaboration is easier and more natural when all parties feel heard and respected.
3. Clarify misunderstandings – Sometimes, conflicts arise from simple miscommunication. Restate what’s been said to ensure clarity.
4. Identify the core issue – Separate emotions from the actual problem to address the root cause. Often, people react to symptoms instead of clearly seeing the root causes of issues.
5. Encourage solutions, not blame – Shift the conversation toward problem-solving instead of finger-pointing. What can be done to make the situation better for everyone?
6. Find a compromise – Help both parties agree on a middle ground that satisfies key concerns. There aren’t always two sides to every issue, but look to see if all parties can make meaningful concessions before deciding that any specific party must.
7. Follow up – Check in with both parties later to ensure the resolution is holding. The problem isn’t solved if it threatens to come up again later.

Example: Resolving a Disagreement Over Fundraiser Planning

Scenario: Two PTA members argue over how to run a fall fundraiser—one wants to sell school spirit wear in a purchase campaign, while the other wants to modernize by collecting online donations in a fundraising campaign. Frustration grows as neither is willing to compromise, and meetings become tense.

Resolution: You step in to mediate. First, you meet with both members separately to hear their concerns—one is worried about losing the reliability of the product sale, while the other feels an online campaign could bring in new donors. You then bring them together and propose a hybrid approach: launching an online donation drive while still offering the product sale for those who prefer it.

To ensure both fundraisers succeed without competing against each other, the PTA uses FutureFund’s platform to run both campaigns side by side. The product fundraiser is promoted to families who prefer purchasing items to support the school, while the online donation drive targets alumni, extended family, and community members who may not be interested in buying products but still want to contribute. Clear messaging ensures that supporters understand both options and can choose the one that works best for them.

The mediator documents the decision, sets clear goals for both fundraising methods, and follows up a few weeks later to ensure both members feel heard and are committed to the plan. This approach allows the PTA to maximize participation and avoid donor fatigue while keeping both members satisfied with the outcome.

When & how to seek help

Not all conflicts can be resolved within the PTA. If a situation escalates or involves serious issues, you may need outside assistance.

• Involve PTA leadership – If an issue between members is affecting the group’s productivity, the PTA president or executive board should step in.
• Consult school administration – If a conflict involves school policies, administration can clarify guidelines and expectations.
• Use formal dispute resolution methods – State PTAs have mediation protocols or conflict resolution committees that can help mediate disputes in local or regional units.
• Know when to walk away – If a situation becomes toxic or unmanageable, it may be best to take a step back or encourage leadership to reassess dynamics.

By approaching challenges with patience, respect, and a problem-solving mindset, you can help create a more positive and effective PTA experience for everyone.