While the ground rules you use should be developed in collaboration with your team, it`s always helpful to start with a few examples. Here are some examples of ground rules we`ve used to reinforce the behaviors that research finds contribute most directly to quality satisfaction. You can find many more examples online and be linked in the following resources. Use a meeting management tool as a Fellow to organize your meetings. Fellow allows all participants to contribute to the agenda, take notes and record the actions to be taken! Once you have a plan to complete and publish your new ground rules, you`re done! Once the ground rules have been clarified, leaders should confirm to the group that these rules will guide the discussion. The group agreement allows the leader or a member of the group to directly solve a problem if a basic rule is not followed. Objective: Define together our common expectations for meetings Here are suggestions for ground rules that can be particularly useful for public meetings: Establishing ground rules for meetings sets a standard that participants must follow in advance to achieve more successful meetings. Keep the list of meeting rules as short as possible while achieving goals. If there are too many rules, it is easier for participants to forget them.
But even if your team already has an effective set of ground rules, your team won`t become more effective if you don`t agree on how you`re going to use them. Here`s how to do it: The ground rules are a short list of expectations that determine how a group works together. They are sometimes referred to as work arrangements, policies or expectations. Although many public organizations use parliamentary procedure as a form of ground rules, such formal rules may not be sufficient or appropriate to guide public debate. Compliance with the basic rules can be done under various conditions – team agreements, compliance with standards or rules of success. Whatever you decide, the ground rules are the standards or guidelines that have been established in advance and that meeting participants must follow so that the meeting is as productive and sequential as possible. If you want your team to be effective, you need to follow the ground rules – and you need to agree on how to use them. Many teams that have ground rules don`t use them regularly. But having rules that you consistently enforce can greatly improve the way your team solves problems and makes decisions. In addition to a meeting agenda that guides meeting participants to achieve the objectives of the meeting, participants in productive meetings have a clear understanding of what is expected of them to best support this process. This is where compliance with the basic rules comes into play. To save you time, our meeting scientists have compiled an out-of-the-box list of 10 proven meeting rules.
In more than 30 years of supporting management teams, I have developed a set of eight research-inspired ground rules (I call them behaviors) that can help teams improve their performance, working relationships, and individual well-being. (On my website, you`ll find a short article explaining what the rules do and how they`re used.) Another rule of thumb your team should follow is to show up on time for all meetings. Whether you`re signing up with virtual meeting software as a Fellow to attend a remote meeting or arriving in the conference room a few minutes in advance, it`s important that everyone arrives on time so that the start of the meeting isn`t stopped and waiting for attendees. Teams typically develop ground rules during team building or as part of a meeting improvement initiative. For example, some teams indicate when a team member deviates from the topic by directly saying „It`s off topic“ or by using an agreed word such as „jellyfish.“ But all these variations in the basic rules are based on the assumption that the person calling jellyfish correctly states that the other person deviates from the subject. Research shows that calling a team member can have unintended consequences if the person calling them is wrong: the other person will continue to address the issue or close for the rest of the meeting. Your team may make an inferior decision because that person`s messages were not heard or because the person is not obligated to implement the decision. There are different types of ground rules. Some are procedural, such as „start on time and end on time“ and „put smartphones in vibration“.
Procedural ground rules are useful, but they won`t help your team create productive behavior that goes beyond, for example, everyone being on time and their smartphone vibrating. The rules of conduct are more useful. They describe the specific steps that team members should take to act effectively. Examples of rules of conduct include: „Make statements and ask real questions“ and „Explain your reasoning and intent.“ Groups can create ground rules before the meeting or with the group in the meeting. The size and purpose of the group can determine how the ground rules are defined. Why are some meetings highly productive while others become a frustrating mess? The basic rules give you a tool to use if someone goes too long. This means that the burden and power of having the conversation doesn`t just rest on the meeting leader – the ground rules give everyone on the team a tool to use! In 2018, I was lucky enough to be invited by Google to Google in Silicon Valley, and during a walk in the Googleplex, I passed a note on the wall called „Better Meetings!“ that immediately caught my attention. I thought; If Google has problems with meetings, oh my dear, then we all have that. Instead, the rules now focus on being as productive as possible in our professional roles. One way to achieve maximum productivity is to establish ground rules when attendees hold meetings.
Whether you`re a meeting host or a participant, establishing certain ground rules can make all the difference between staying on track or getting out of the joint. For a template that will guide you in creating a complete work agreement, see the Sutherland lisette process for defining a „remote teamwork agreement“ (Tip: You don`t need to be a remote team to use it.) You will also see the expectations of the meetings discussed as part of Paul Axtell`s process of introducing a new leader into a team. If you`re having a sensitive conversation, take a look at Dr. Patricia Roberts` guidelines for a tricky discussion. Do you have any ground rules that work particularly well for your team? Have you had experience with any ground rules that might benefit others? Newly formed teams can define their ground rules as part of their broader work team agreement by asking, „What agreements or ground rules do we want to establish for our meetings?“ as an agenda item. Make sure that decisions are supported by the group, otherwise they will not be implemented. Take note of any outstanding issues and schedule follow-up meetings if necessary. Identify actions based on decisions made and track actions assigned to you. The ground rules describe the code of conduct for a meeting and the team and explain the expected behavior of all participants. The basic rules of the team must be created and agreed by all team members, because the groups they have defined themselves are easier to accept and respect.
Being able to follow the rules is a skill we have learned as children. As groups try to solve problems together, productive discussions are fundamental. Using ground rules is a first step towards creating meetings with clear expectations for participation. In combination with competent moderation, good meeting design, and thoughtful participant participation, the ground rules help make meetings more effective. „Sorry, but we agreed on xyz in our ground rules, so I think we … But not these 11 basic meeting rules! These agreements have in mind the best interest of all and have been established to ensure that each meeting is as productive and effective as possible. Even if you`ve never been the type to follow the rules, you`ll want to follow them. Ground rules are used to train and customize meeting behavior. The most effective and spectacular use of a rule of thumb is in a meeting when someone says: The basic rules are powerful tools for improving the team process. With a solid set of behaviors and explicit agreement on what they mean and how to use them, your team will get better results. If you want to establish ground rules for your team, you may not know where to start. Consider implementing these 11 ground rules with all meeting participants in advance so that everyone agrees.
Existing teams looking to improve their meetings can also create ground rules together in a short, focused meeting. The ground rules give everyone a chance to manage Fred – including Fred! By working with your team to create the expectation that everyone in meetings will keep their comments short and relevant, you can all stick to each other. Instead, I recommend considering a more direct approach by creating team ground rules for your meetings. Let`s explore what the ground rules are and how you can set them for your team. .