Posted by Kristin Arnold on September 8, 2020. Be prepared to contribute to achieving the meeting goals. Groups can create ground rules in advance of the meeting, or with the group at the meeting. High-performing teams on the other hand take the time to get to know each other individually, take action to build trust across the team, work together to set clear goals, hold each other accountable for meeting these goals, and have a clear set of ground rules that define the required behaviors for the team. For example, research has identified three results that all leadership teams need to achieve: strong performance, positive working relationships, and individual well-being. Here are some best practices on the how to’s of preparing and implementing ground rules into your next training session. There was a time (not too long ago) when meetings didn’t have the challenge and distraction of ringing cell phones, beeping text messages, emails on laptops or news updates on IPads. The key to remember is that team ground rules must reflect the norms or expected behavior of team members. Provocative Ground Rules: Ground Rules to Address Key Issues. Team ground rules define a behavioral model which addresses how individuals treat each other, communicate, participate, cooperate, and support each other in joint activities. That's why team ground rules are important to the functioning of any team. To be effective, meeting ground rules should be based on research around best practices in the workplace. You will vary their use depending on meeting type, participants, deliverable, and timing. Establishing team ground rules — collectively — that reflect desired norms of behavior can help serve as a self-policing method to overcome many typical team dysfunctions. The Goal: Inclusivity . Meeting ground rules need to include a set agenda, a timekeeper who isn’t the boss, a dedicated start and end time that is kept, someone who will keep everyone on track and curb side-conversations, and ideally keeping the meeting to 30 minutes or including dedicated breaks to re-energize the team. In Ramsey County, Minnesota, the team decided to display a laminated poster of their ground rules during all policy team meetings. Workshop facilitators often establish ground rules at the beginning of the workshop. And one of the best tools you can use to make sure you stay productive is agreeing on a set of meeting ground rules. For example: testing technology, muting your microphone, and cleaning your room. They are the definition of “how we behave together” in this team. These ground rules are usually best followed when you include the team in determining them. As a retail consultant, I'm called on to facilitate brainstorming, planning, team, culture, franchise training and the uncomfortable "things have to change" meetings. When a controversial disagreement arises in your meeting or facilitated session, the group looks to you as the facilitator to guide them through a process to gain consensus. Virtual meeting etiquette is behavior rules for video meetings and conference calls. Often, they reflect the culture of the team holding them. If unable to attend, members will send a representative, inform the team, and request agenda items be deferred or submit comments if necessary. Technology is a wonderful thing but the (negative) impact it has had on meeting productivity is significant. Consider including organization or team values in your ground rules. They referred to the rules periodically to ensure that all members were clear about the expectations for conduct. Meetings will follow an agenda prepared by the leader or approved by members a day before the meeting … Publish the ground rules in your meeting overview document sent at least a few days ahead. No side conversations (via IM etc) Refreshing Ground Rules for Zoom Meetings. A colleague set up a phone meeting with me the other day – and it was so refreshing not to have to sit in front of my computer, … Rather than having a standard conversation about ground rules, try using this question instead.What could you do (or not do) today that would make you really proud of yourself?I was working with a team recently: a leadership team … Facilitate the team meetings. Ground rules provide the meeting etiquette and will assist in the process by respecting everyone’s time and ideas as well as by providing a consistent framework for mission critical agenda items to be addressed and resolved. They may be used to define and standardize team procedure, use of time, work assignments, meeting logistics, preparation, minutes, discussion, creativity, reporting, respect and courtesyolving. Teams commitment. Highlight important points in the text of the email to make sure they are not overlooked. At the time my team created the following set: No email or surfing the web. When setting meeting rules of conduct, listen to what each participant has to say too. By having more intentional meetings, you can increase the odds of improving your team’s workflow and … Some secondary meeting ground rules we have found particularly effective are shown below. Refer to the ground rules at the beginning of each team meeting, during the critique, and during a team intervention. Try this at your next team meeting. To help you keep your meetings productive and professional, follow these seven simple etiquette rules and tips! Post the ground rules in a prominent place at every meeting. But many ground rules undermine one or more of these results. No matter the audience or size of group, people put up with a lot just because they don't set the expectations at the outset. Team gatherings that lacked defined meeting ground rules. You may also make up your own list of rules. Team rules in the workplace are often more casual than cross-functional meetings or client meetings. It looks best if you implement them as a Wiki – but you can also just insert a tab with a Word document (if you want it to be easily editable) or a PDF document. In the world before COVID-19, the default way to meet was by phone. This allows the group to focus on the meeting topic while having clear expectations for discussion. Make sure your ground rules are culturally and socially acceptable. Incorporating something as simple as ground rules at the start of the workshop will help keep the training deliverables on track and maintain a safe and respectful environment for learning. The group's size and purpose can determine how ground rules are set. Meetings should always start with introductions. followed by meeting ground rules for the team. These team norms or group ground rules are established with all members of the team participating equally. 2 Stay mentally and physically present Be prompt in arriving to the meeting and in returning from breaks. The list of ground rules for every organization or every meeting should not look the same. The manager of the team or the team's company sponsor or champion is included in the discussion and must agree to practice the relationship guidelines developed. They should be tailored to each team’s purpose and each organization’s individual work culture. Once you agree on a shared set of expectations, advertise these ground rules throughout the office and remind everyone at the start of each meeting. Virtual meeting ground rules and virtual meetings best practices correlate to offline meeting procedure guidelines. But even if you're no stranger to the remote way of life, it's still easy to fall victim to some major meeting faux pas. Note: When the team is only going to meet for one specific purpose and/or a short amount of time, the facilitator can simply recommend a few ground rules and ask for agreement. Ground rules also provide the structure that promotes the values of the company. If you’re hosting the call, make sure everyone is properly announced so that all attendees are aware of who’s on the line. When teams are brought together to solve issues or to work on a project it is a good idea during the initial meeting to set ground rules to be able to manage through future meetings. Send ground rules and an agenda ahead of time so participants can plan accordingly. Treat all meeting participants with the same respect you would want from them. Ideally, ground rules are created and agreed to by the people participating in the meeting, because groups more easily accept and abide by rules they've set themselves. Basic Ground Rules. See the Sample Team Norms . Please feel free to copy these rules and edit them as you wish for your team. Virtual meetings function differently than physical meetings and require unique protocols. How can we effectively use ground rules? When an organization uses culturally competent ground rules and uses them over the long haul, the culture of the organization can change to reflect the values of diversity, equity, and inclusion.. To be effective, ground rules must be clear, consistent, agreed-to, and followed. Come to the meeting with a positive attitude. Team ground rules define a behavioral model which addresses how individuals treat each other, communicate, participate, cooperate, support each other, and coordinate joint activity. 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