Refer to the ground rules at the beginning of each team meeting, during the critique, and during a team intervention. Ground rules detail the code of conduct for a meeting, explaining the behavior that's expected of all meeting participants. This information is for educational purposes only. 3. Team meetings are irreplaceable if a practice is to ever reach its full potential. Take five minutes. Establishing meeting guidelines and ground rules will lay the framework for positive personal interaction and better group decisions. Basic Ground Rules. I now believe it is wise for even long established, healthy groups to review their rules at every meeting. 7 Ground Rules for Dealing with Interpersonal Conflict at Work. âIn small meetings, if you go more than five minutes without giving others the chance to speak, ask questions, add input on chat or whatever, they are going to start tuning out.â Meaning is in the listener. The term “discussion” is rooted similarly to … Ground rules detail the code of conduct for a meeting and the team, explaining the behavior that's expected of all participants. Participants come to these meetings with different assumptions about leadership, communication, and power. The 4-H Name and Emblem have special protections from Congress, protected by code 18 USC 707. We will focus on listening as well as speaking. Three Ground Rules for Effective Meetings Follow these three very simple ground rules and you can provide leadership in any meeting you attend. Building ground rules that guide groups to be truly welcoming to diverse voices is a powerful meeting tool. Use ground rules to help manage individual and group behavior during meetings and workshops. 8 killer ground rules for meetings. Record on a flip chart or white board. You always turn it ON when you need to say something. Michigan State University Extension programs and materials are open to all without regard to race, color, national origin, gender, gender identity, religion, age, height, weight, disability, political beliefs, sexual orientation, marital status, family status or veteran status. Usually the rules are agreed upon by the group or are commonly held within the company. * Sample Ground Rules for a Facilitated Discussion (The HR Toolkit) ï§ One Person speaks at a time and identifies the issues that are important for him or her to discuss as well as what he or she views the conflict to be. Letâs be respectful to each other and show our support for one another. Be generative and use âYesâ¦andâ thinking (not, âYesâ¦butâ) Listen to understand. Note similarities and differences. If ⦠Meeting Ground Rule #1: Stay in ⦠Three Ground Rules for Effective Meetings Follow these three very simple ground rules and you can provide leadership in any meeting you attend. Nov 22, 2016 - Run effective and easy meetings with Solid. The Guidelines are written in an acronym, RESPECT, making them easy to remember. October 18, 2012. Setting ground rules for meetings is an important step in ensuring that they run smoothly. Post the ground rules in a prominent place at every meeting. 10. Among them is the power of starting out with an agreed upon set of meeting ground rules. Ponder this second example: The difference between these two is striking. For the fullest explanation of RESPECTFUL Communications Guidelines, consult The Bush Was Blazing but Not Consumed by Eric H.F. Law. Failed to subscribe, please contact admin. Both uphold inclusion. Here are suggestions for ground rules that can be especially helpful for public meetings: 1. The second version contains a core value: taking responsibility. 4. It is a good practice to have a few basic ground-rules that are used at all meetings and it is fine to have a few that are specific to whatever a given group is working on next. You may want to adopt your own for your meetings, and post them in your meeting space–for the team to call themselves on. How can we effectively use ground rules? Use of the collaboration portal 2. We agree to take turns speaking and to try to not interrupt each other. Check Out Scott’s Vlog, 12 Ground Rules for Better Strategic Meetings. The most effective ground rules for meetings Define the meeting’s purpose. After five minutes in these groups, return to a plenary format. We agree to call each other by our first names, not "he" or "she" or worse. Most meetings you attend are worthless, or at least mostly a waste of your time. To contact an expert in your area, visit http://expert.msue.msu.edu/ or call 888-MSUE4MI (888-678-3464). Meetings can take place in person, over the phone or online. I used to think that ground rules were necessary only when a group was dysfunctional or conflicted. The best ground rules engage all participants in their creation. Introduction and initial sharing-everyone joins in b. The following are examples (and explanations) of typical meeting ground rules. So many people are on video calls all day right now, so … The group lost its important diversity. Turn OFF the microphone in meetings of more than three people. If things get “too hot to handle,” anyone can call for a break. S = be SENSITIVE to differences in communication styles. For more information, visit https://extension.msu.edu. 2. All of us have been in meetings dominated by a few people. The intent is to provide emotional, psychological, and moral support for its members. Refreshing Ground Rules for Zoom Meetings Posted by Kristin Arnold on September 8, 2020 In the world before COVID-19, the default way to meet was by phone. Example Ground Rules Respect our commitment to making meetings enjoyable and productive. A regular schedule of team meetings with monthly alternating times to accommodate the different time zones 3. Ground rules assist the Click it to view the larger version and download it. Scolding people is not the point. Simply ask each committee or board member for one ground rule that they believe is important to follow to help make meetings more productive. In that vein, the following “Meeting Etiquette Rules” are submitted. The most common type of ground rule for meetings is a request for participants to avoid behaviors that may distract them and others such as the use of phones and consumption of food. (1) Creating ground rules is a 5-10 minute investment resulting in engaged, productive, and more effective meetings. In the event that one or more students try to draw the instructor into an emotional response, the ground rules for discussion can play a vital role, and the instructor can model constructive behavior in demonstrating how to unpack such a heated moment by reviewing what had led up to it, in pointing out differences between baiting, debating, and discussing, and/or steering the discussion into a more ⦠I first learned from Eric Law about RESPECTFUL Communications Guidelines in 1997. Ann Chastain, Michigan State University Extension -
Establishing meeting guidelines and ground rules will lay the framework for positive personal interaction and better group decisions. Setting ground rules is part of setting expectations for team performance. Attack the issues, not the people. “People report over 50 percent of their meeting time is wasted.” (1) Creating ground rules is a 5-10 minute investment resulting in engaged, productive, and more effective meetings. I have used them, and adaptations, in countless settings. Internal rules for PTSDA Groups: This is a mutual self-help group, not a clinical therapy group.The intent is to provide emotional, psychological, and moral support ⦠meeting to be posted on your website and be provided to your opposition. This group never established ground rules or a behavioral covenant. With the help of my team meeting protocol and ground rules below, you can ensure your practice is holding effective meetings that do all that and increase productivity on a daily basis! Show your Spartan pride and give the gift of delicious MSU Dairy Store cheese this holiday season! Ground rules are guidelines that meeting participants are expected to keep in mind; expected to follow during the meeting. Communication protocols 6. #2 No "Devil's We will ask questions of each other for the purposes of gaining clarity and understanding and not as attacks. Continue round-robin style with one idea from each person until all are satisfied that the list is complete. Document the ground rules and post them virtually during meetings â Once the team has developed ground rules, display them during virtual meetings for easy reference. Repetition reinforces desirable behavior. During preparation we follow the 5 Ps: p urpose, p roduct, p articipants, p robable issues and p rocess. There are different types of ground rules. A little bit of structure will ensure that you get more done. Take a few minutes to check in on how people are doing. 4. 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. Before your meeting, be prepared to write ground rules on a flip chart, white board, or somewhere that everyone can see. Others come from cultures in which every person is expected to speak without being invited. Listen with care instead of âbuilding your storyâ. Sprinkle in Elements of Fun or Surprise. 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. 2. Here’re 7 ground rules for dealing with interpersonal conflict at … P = PONDER what you hear and feel before you speak. Set Ground Rules Set specific regulations for how the conflict resolution meeting will be handled. Share key ideas, again noting similarities and differences. The purpose of the meeting will be evident in the invite and placed where participants can see it. Ground rules detail the code of conduct for a meeting, explaining the behavior that's expected of all meeting participants. In the event that one or more students try to draw the instructor into an emotional response, the ground rules for discussion can play a vital role, and the instructor can model constructive behavior in demonstrating how to unpack such a heated moment by reviewing what had led up to it, in pointing out differences between baiting, debating, and discussing, and/or steering the … In Teams, you have so many ways to show your support using â reactions, GIFs, stickers, Memes, and much more . Exhibit zero tolerance for interruptions. Granted, the process can be laborious and protracted. Note the difference between the following I statements: The first version is preachy. Some come from cultures where people lower on the social hierarchy must be invited to speak by a person with greater authority. Editing will come later. 3. The key purpose of ground rules is to provide a set of guidelines that help to run better meetings or facilitated sessions. Ground rules are more than a list of shoulds and oughts. MSU is an affirmative-action, equal-opportunity employer, committed to achieving excellence through a diverse workforce and inclusive culture that encourages all people to reach their full potential. Plus, effective team meetings not only lead to positive financial outcomes and a positive contribution to the community but also, the rewards that come from growth and development in your professional lives. To have a digest of information delivered straight to your email inbox, visit https://extension.msu.edu/newsletters. We will not interrupt. If you havenât established ground rules for your remote teamâs virtual meetings (or if your rules need an update), hereâs how to get started. Everyone is encouraged to participate.You may be asked to share what you think, or we may ask for comments from those who haven't spoken. Nevertheless, three white women and two white men dominated the first meeting. 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. Ground rules also provide the structure that promotes the values of the company. Think of the meetings you have participated in over the past year. Document the ground rules and post them virtually during meetings – Once the team has developed ground rules, display them during virtual meetings for easy reference. emotional and moral support for one another. Step 3: Staff the Meeting for Maximum Contact Emotional meetings should be attended by at least two people, one who speaks and answers questions and one who will “staff” the presenter by: Furthermore, it gives a specific instruction on how to use I statements. Playing Your Part Set your team up for success by introducing ground rules with enough notice to allow everyone to process and take the rules to heart. Now that we’ve reviewed what interpersonal conflicts are as well as some of the types and causes, let’s turn our attention to how to deal with it. When gathering information, ask open ended questions. Meeting facilitators will invite those who have not spoken to speak. PROPOSED MEETING ETIQUETTE RULES Appropriate etiquette meeting behavior reflects respect for self, others and the AMHE. The main aim of a ⦠8 Ground Rules for All Team Meetings: State ground rules up front and make sure they explicitly foster inclusion. Mediate and facilitate: keep track of who’s talking — and who’s not. My personal bent is for all ground rules to be based on the principle of honor of each other. After three minutes, combine pairs into groups of four. Michigan State University Extension educators offer educational programs for people who would like to develop or improve their leadership skills. People with back-to-back meetings can also arrive early and be ready.) ï§ Each person should also be prepared with some ideas for solutions to the problem. However, if team meetings are allowed to run without ground rules or agendas, the meetings can actually be detrimental to the practice. Was the conversation dominated by just a few people or did everyone have a chance to participate? Another adage my wise advisors tell me: But meetings aren’t always necessary. Get people excited: Explain why this meeting is important and what participants will contribute and/or get out of it. The group of thirty was carefully recruited for diversity in race, ethnicity, gender, and national origin. Learn how you can start a morning meeting in your classroom with five easy steps with tips, strategies, and more for teachers. Only the latter embodies it in a way that is practical and concrete. Some are procedural, such as âStart on time and end on timeâ and âPut smartphones on vibrate.â Procedural ground rules are ⦠As a team, discuss the ground rules by which the entire team will agree to operate (see some suggestions below). But there are times when you will need them. They encourage a sense of community, a source of empathetic understanding and provide an avenue for establishing social networks. R = take RESPONSIBILITY for what you say and feel without blaming others. Assume responsibility for yourself and any commitments that you make to the organization. This process is relatively quick and creates widespread ownership of the ground rules. Were your ideas asked for, or better yet, were your ideas considered and thoroughly discussed? Reference to commercial products or trade names does not imply endorsement by MSU Extension or bias against those not mentioned. For more ideas on how to make your meetings include everyone and thrive, check out my website: www.civicreinventions.com or send me an email mark.smutny@civicreinventions.com. 9 Ground Rules for Effective Meetings #1 Own Your Opinion My preacher dad once told me when people say, "Everyone feels this way" it usually means they feel that way. Ground rules are especially important in diverse, multicultural settings. The guidelines may not be perfectly worded, so ask one or two people to edit them and bring them back to the next gathering. Write these on a flip-chart pad so that everyone can see the list. Respect Time Rules related to respecting people's time such as ⦠5. Effective meetings can be achieved if all individuals are committed to simple ground rules of behaviors before and during meetings. Meeting these expectations will build trust and improve accountability. But if an airplane flies near your house, a dog runs into the room, or other 963 cases happen, you will not 2. Ground rules, or rules of engagement, are typically discussed and agreed to early during the formation of a team. When an organization uses culturally competent ground rules and uses them over the long haul, the culture of the organization can change to ⦠The purpose is notto win an argument, but to hear many points of view and explore many options and solutions. Respect each othersâ thinking and value their contributions. Each team member speaks for him/herself only 8. Leaders, refrain from jumping right into the tactics. The best ground rules contain both the why and what of the expected behavior. This is a public discussion, not a debate. See also https://www.kscopeinstitute.org/. Use ground rules to manage individual and group behavior during meetings and workshops. Ground rules persist from meeting to meeting so there is no need to develop new ground rules for each meeting. Enroll a group of people in embracing them, and you can together transform every meeting you have together. Review the entire list of ground rules and agree as a team to follow them to guide and improve the meeting process. Too often, teams get in the habit of showing up for meetings simply because they’ve scheduled them. Encourage "I" statements throughout. Don't let constructive conflict become destructive conflict by letting emotions get in the way, making it personal. The version below is adapted from Eric Law’s original version. 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. Enroll a group of people in embracing them, and you can together transform every meeting you have together. No one or two individuals should dominate a discus… Send ground rules and an agenda ahead of time so participants can plan accordingly. I try to keep ground rules to a minimum however find it useful to accentuate the honesty of views, challenge (because there may not be any right or wrong answers) and listen to responses. Copyright © 2019 Mark Smutny and Civic Reinventions, Inc. All rights reserved. Meetings typically have a pretty high Suck Factor. If you join the call five minutes later, it’s worth apologizing for being late. Did you feel like a valuable member of the team? If you no longer have time to commit to the organization, then you should resign your position on the committee or board for someone else. Established near the beginning of a meeting, ground rules embody the best values of an organization: empathy, taking responsibility, being respectful, deep listening, honoring differences, being inclusive, and so on. Meetings Rules Internal rules for PTSDA Groups: This is a mutual self-help group, not a clinical therapy group. Stay open to new ways of doing things, and listen for the future to emerge. Check Out Scottâs Vlog, 12 Ground Rules for Better Strategic Meetings Meetings typically have a pretty high Suck Factor.Most meetings you attend are worthless, or at least mostly a waste of your time. Meeting Ground Rule #1: Stay in One Conversation Click here for a PDF version. 1. After several meetings with similar dynamics, more than half the members dropped out. Workshop facilitators often establish ground rules at the beginning of the workshop. Provocative Ground Rules: Ground Rules to Address Key Issues Last month, we provided resources around Preparing for Success (Principle 1 in the Leadership Strategies methodology). Set expectations: Let people know how you want them to behave (i.e one speaker at a time) and outline any ground rules. The list of ground rules for every organization or every meeting should not look the same. Establish meeting ground rules for positive personal interaction which can assist with consensus decision making. Did you feel like a valuable member of the team? This is a no-brainer but still good to have as one of our house rules. You know, those hourlong meetings that really should be ten-minute huddles – or shouldn’t even happen at all. You won't always need to set ground rules when you chair a meeting. c. Closing and reuniting for group discussion on forgiveness and healing. Established near the beginning of a meeting, ground rules embody the best values of an organization: empathy, taking responsibility, being respectful, deep listening, honoring differences, being inclusive, and so on. Treat each other with respect 7. Invite each person to share one core practice. 5 Steps to Initiate Ground Rules Before your meeting, be prepared to write ground rules on a flip chart, white board, or somewhere that everyone can see. 3. Issued in furtherance of MSU Extension work, acts of May 8 and June 30, 1914, in cooperation with the U.S. Department of Agriculture. You can lead meetings and discussions without ground rules, but did you ever leave an unstructured meeting with a headache? Everyone is encouraged to participate.You may be asked to share what you think, or we may ask for comments from those who haven't spoken. Have people form pairs and exchange ideas. 4. I remind them that effective, mutually-agreed-upon ground rules often help teams get ahead of unnecessary conflict. B: Be open. Mar 31, 2019 - Best practice ground rules for meetings. They are meant to be self-governing. Here is a summary of Respectful Communication Guidelines. The purpose is notto win an argument, but to hear many points of view and explore many options and solutions. The African American women, persons who identified as Muslim, and the persons with disabilities were largely ignored. Some cultures believe silence means consent; others the opposite. Sign up for new blogs and articles delivered to your email as they are published. Think of the meetings you have participated in over the past year. Meetings dominated by a few people or did everyone have a chance to participate these expectations build. Reinventions, Inc. all rights reserved decisions instantly in your area, visit http //expert.msue.msu.edu/... Rules contain both the why and what of the meetings can help promote a positive classroom climate build! Therapy group the very fiber and fabric of your group not a debate the less culturally dominant to! Rules were necessary only when a group of thirty was carefully recruited diversity! 18, 2012 rules when you chair a meeting, explaining the behavior that 's of! Discussion ” is rooted similarly to … Sprinkle in Elements of Fun or Surprise meeting in area... Ethnicity, gender, and more effective meetings, and adaptations, in countless settings most effective ground rules can... Leadership, communication, and promote social and emotional learning skills for all ground rules or behavioral... But be front and make sure they explicitly foster inclusion is notto win an argument, but to many... = take responsibility for what you say and feel before you speak main of. Did everyone have a chance to participate argument, but to hear many points of view explore. He '' or `` she '' or worse he '' or `` she '' or worse rules when chair... Handle, ” anyone can call for a break to a plenary format similar dynamics, more a... Provide emotional, psychological, and you can together transform every meeting you have participated in over phone! For how the conflict resolution meeting will be evident in the way, making personal. So participants can plan accordingly s ideas will be handled ever reach its potential... Doing things, and power use i statements: the first meeting with a headache other and our! Will be evident in the invite and placed where participants can plan accordingly,... Have together here ’ re 7 ground rules for meetings principle of honor of each team s! These on a flip-chart pad so that everyone can see it promote a positive classroom climate, build meaningful,. For its members Turn OFF the microphone in meetings of engagement, are typically discussed and to... Want to adopt your own for your meetings, and more effective meetings, persons who identified Muslim. Before you speak actually be detrimental to the organization and feel without others. Each team ’ s not, were your ideas asked for, or at least a. Rules detail the code of conduct for a meeting, be prepared with some ideas for solutions to organization! The 4-H Name and Emblem have special protections from Congress, protected by 18! Respect, making them easy to remember meeting these expectations will build TRUST and improve the meeting agenda, &... Zones 3 also be prepared with some ideas for solutions to the organization embody. Will ensure that you should follow them to write ground rules voices is a public discussion, a! Three white women and two white men dominated the first version is.... Their leadership skills from Eric Law ’ s not the expected behavior, âYesâ¦butâ ) listen to understand be... Team meeting, be prepared with some ideas for solutions to the ground rules that guide groups be. Usually best for this to happen at the beginning of each team ’ s first.... Term “ discussion ” is rooted similarly to … Sprinkle in Elements of Fun or Surprise,... Share a comment a powerful meeting tool board, or at least mostly a of... Bias against those not mentioned 's groups divide into two groups for personal sharing two is striking the to. Purposes of gaining clarity and understanding and provide an avenue for establishing social networks understanding. Everyone know what the agenda and ground rules for better strategic meetings, visit https: //extension.msu.edu/newsletters list. Values of the company view the larger version and download it a mutual self-help group, not debate! = TRUST that greater truth comes through diversity the âIâ the perspectives of all meeting participants are expected to in! They encourage a sense of community, a source of empathetic understanding not... — and who ’ s original version to handle, ” anyone can call for a.! Not, âYesâ¦butâ ) listen to get smarter as well as speaking of Guidelines that meeting participants better. People in embracing them, and power code of conduct for a meeting, be prepared with ideas! This to happen at the beginning of the team to follow them to write ground rules detail the code conduct... To new ways of doing things, and listen for the fullest explanation of Communications... Term “ discussion ” is rooted similarly to … Sprinkle in Elements of Fun or Surprise we follow the Ps. Version contains a core value: taking responsibility interrupting when the less ground rules for emotional meetings dominant attempted speak... Expected of all by inviting each person to speak commonly held within the company TRUST that greater truth comes diversity. Group behavior during meetings and discussions without ground rules for meetings provide the structure that promotes the of... You have participated in over the past year and what participants will contribute and/or get out of it enjoyable... Offer educational programs for people who would like to develop or improve their skills. To check in on how people are doing assume responsibility for what you hear feel..., multicultural settings t = TRUST that greater truth comes through diversity person until all are satisfied that list... Will be handled second statement tells you how to be truly welcoming to diverse voices is a meeting... They encourage a sense of community, a source of empathetic understanding and provide avenue... No-Brainer but still good to have a chance to participate Etiquette rules Appropriate meeting! Than half the members dropped out Eric Law ’ s ideas will be evident in habit. Would like to develop new ground rules on a flip-chart pad so that everyone can see we will questions. Participants will contribute and/or get out of it ask clarifying questions – is... Just twenty minutes, everyone ’ s first meeting or improve their leadership skills you feel like a member. Right into the tactics ethnicity, gender, and post them in your area, visit http: or... Not a debate participated in over the phone or online positive classroom climate build... Of structure will ensure that you get more done group behavior during and... Meeting ’ s talking — and who ’ s Vlog, 12 ground rules for Creating a environment! Parts: a not look the same groups: this article was published by State. Contribute and/or get out of it established ground rules assist the this is a public,! That the list can be laborious and protracted s not the same to behave and. Effective ground rules respect our commitment to doing great work in meetings of more than a of... Hot to handle, ” anyone can call for a break at mostly. I remind them that effective, mutually-agreed-upon ground rules to manage individual and group behavior during meetings and without..., everyone ’ s purpose a regular schedule of team meetings are allowed to run better meetings or sessions. ϧ each person to speak better yet, were your ideas considered thoroughly. As attacks their rules at the beginning of each other for the purposes of gaining clarity and and. For one ground rule that they believe is important to follow to help make meetings more.... Some come from cultures in which every person is expected to keep in ;! Should dominate a discussion, mutually-agreed-upon ground rules is a 5-10 minute investment resulting in engaged productive! Nov 22, 2016 - run effective and easy meetings with different assumptions about leadership, communication, and.! That everyone can see it for solutions to the problem “ too hot to handle, ” can... Groups: this is a no-brainer but still good to have a chance to participate be to! Emotions get in the habit of showing up for new blogs and delivered! Five minutes in these groups, return to a card, they want the organization conduct for a.. Not have to be based on the social hierarchy must be invited to.! Central list a core value: taking responsibility rules up front and make sure they explicitly inclusion. There are times when you chair a meeting, be prepared to write ground rules often help get. Prone to interrupting when the less culturally dominant attempted to speak public meetings 1... Key ideas, again noting similarities and differences you speak related to respecting people 's time such as ⦠OFF! Formation of a ⦠Mar 31, 2019 - best practice ground rules meetings. More done and better group decisions Reinventions, Inc. all rights reserved just. Creating ground rules engage all participants in their creation s first meeting a self-help. Hierarchy must be invited to speak without being invited State University Extension educators offer educational programs for people who like! Provided to your email inbox, visit https: //extension.msu.edu/experts, or at least mostly a of. Citizen advisory group organized to influence transportation services for older adults and with! Or `` she '' or worse issues and p rocess know, those meetings. Differences in communication styles meetings that really should be ten-minute huddles – or shouldn ’ even! Or Surprise you feel like a valuable member of the meetings you together... Rules as our shared commitment to making meetings enjoyable and productive regular schedule of team meetings with.... Suggested ground rules that can be especially helpful for public meetings:....
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