Three Ground Rules for Effective Meetings Follow these three very simple ground rules and you can provide leadership in any meeting you attend. Copyright © Civic Reinventions, Inc, All Rights Reserved | Website by: Building Inclusive Ground Rules and Inclusive Organizations, I will take responsibility for what I think and feel by using “I statements.”. Get the meeting agenda, tasks & decisions instantly in your mailbox. Editing will come later. Were your ideas asked for, or better yet, were your ideas considered and thoroughly discussed? Basic Ground Rules. The main aim of a … Was the conversation dominated by just a few people or did everyone have a chance to participate? But meetings aren’t always necessary. Nevertheless, three white women and two white men dominated the first meeting. Ann Chastain, Michigan State University Extension - Set Ground Rules Set specific regulations for how the conflict resolution meeting will be handled. Establishing meeting guidelines and ground rules will lay the framework for positive personal interaction and better group decisions. Get people excited: Explain why this meeting is important and what participants will contribute and/or get out of it. Here are suggestions for ground rules that can be especially helpful for public meetings: 1. 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. To have a digest of information delivered straight to your email inbox, visit https://extension.msu.edu/newsletters. The second version contains a core value: taking responsibility. How can we effectively use ground rules? 7 Ground Rules for Dealing with Interpersonal Conflict at Work. Only the latter embodies it in a way that is practical and concrete. E = EXAMINE your own assumptions and perceptions. 8 Ground Rules for All Team Meetings: When you establish ground rules and use them at the beginning of every meeting, your group’s behaviors will become more respectful, fair, and kind. Scolding people is not the point. Enroll a group of people in embracing them, and you can together transform every meeting you have together. meeting to be posted on your website and be provided to your opposition. Here’re 7 ground rules for dealing with interpersonal conflict at … The version below is adapted from Eric Law’s original version. 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. 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. Ground rules also provide the structure that promotes the values of the company. P = PONDER what you hear and feel before you speak. We will seek the perspectives of all by inviting each person to speak. They encourage a sense of community, a source of empathetic understanding and provide an avenue for establishing social networks. Three Ground Rules for Effective Meetings Follow these three very simple ground rules and you can provide leadership in any meeting you attend. We adopt these ground rules as our shared commitment to doing great work in meetings. 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. 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: They are meant to be self-governing. Take a break for perhaps 15 minutes, … There are simple ways to make sure that everyone feels open to contribute during meetings, that decisions are made in the best interest of the organization, and all attending are respectfully treated as true team members who are essential to the decision-making process. Learn how you can start a morning meeting in your classroom with five easy steps with tips, strategies, and more for teachers. For other articles on successfully running effective meetings, see: This article was published by Michigan State University Extension. The most effective ground rules for meetings Define the meeting’s purpose. You won't always need to set ground rules when you chair a meeting. Issued in furtherance of MSU Extension work, acts of May 8 and June 30, 1914, in cooperation with the U.S. Department of Agriculture. “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. Facilitating countless strategic planning meetings has taught me many positive lessons.  Each person should also be prepared with some ideas for solutions to the problem. State ground rules up front and make sure they explicitly foster inclusion. The group lost its important diversity. Furthermore, it gives a specific instruction on how to use I statements. This information is for educational purposes only. However, if team meetings are allowed to run without ground rules or agendas, the meetings can actually be detrimental to the practice. They were prone to interrupting when the less culturally dominant attempted to speak. After several meetings with similar dynamics, more than half the members dropped out. Failed to subscribe, please contact admin. MSU is an affirmative-action, equal-opportunity employer. The term “discussion” is rooted similarly to … 10. To contact an expert in your area, visit http://expert.msue.msu.edu/ or call 888-MSUE4MI (888-678-3464). (1) Creating ground rules is a 5-10 minute investment resulting in engaged, productive, and more effective meetings. #2 No "Devil's Each team member speaks for him/herself only 8. 4. emotional and moral support for one another. Introduction and initial sharing-everyone joins in b. October 18, 2012. For more information, visit https://extension.msu.edu. The guidelines may not be perfectly worded, so ask one or two people to edit them and bring them back to the next gathering. Did you feel like a valuable member of the team? 1. Use these "Ground Rules" when conducting meetings. For the fullest explanation of RESPECTFUL Communications Guidelines, consult The Bush Was Blazing but Not Consumed by Eric H.F. Law. 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 … Turn OFF the microphone in meetings of more than three people. 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. Building ground rules that guide groups to be truly welcoming to diverse voices is a powerful meeting tool. The purpose is notto win an argument, but to hear many points of view and explore many options and solutions. Ground rules persist from meeting to meeting so there is no need to develop new ground rules for each meeting. Ground rules are more than a list of shoulds and oughts. Granted, the process can be laborious and protracted. Review the entire list of ground rules and agree as a team to follow them to guide and improve the meeting process. (Consider the habit of scheduling the end of meetings early too, either 25mins past, or 10mins to the top of the hour. Ground rules assist the meeting process by paying due respect to everyone’s time and ideas... Best practice ground rules for meetings. I used to think that ground rules were necessary only when a group was dysfunctional or conflicted. 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 … Mediate and facilitate: keep track of who’s talking — and who’s not. The best ground rules contain both the why and what of the expected behavior. Let everyone know what the agenda and ground rules are. PROPOSED MEETING ETIQUETTE RULES Appropriate etiquette meeting behavior reflects respect for self, others and the AMHE. Meeting Ground Rule #1: Stay in … These are our rules; we can and will change T = TRUST that greater truth comes through diversity. Listen with an open mind. Send ground rules and an agenda ahead of time so participants can plan accordingly. Active listening and ask clarifying questions – disagreement is ok but be considerat… Among them is the power of starting out with an agreed upon set of meeting ground rules. Record on a flip chart or white board. See also https://www.kscopeinstitute.org/. The second statement tells you how to be inclusive, not only that you should. But if an airplane flies near your house, a dog runs into the room, or other 963 cases happen, you will not Post the ground rules in a prominent place at every meeting. So many people are on video calls all day right now, so … Jeffrey W. Dwyer, Director, MSU Extension, East Lansing, MI 48824. If you join the call five minutes later, it’s worth apologizing for being late. Mediating between disagreeing parties is challenging, as you must control the emotional tempo, help the parties verbalize the difficulties and assist in a final resolution. “In 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.” When ground rules are written as practices or disciplines rather than rules, most people make a sincere effort to incorporate them into their behavior. S = be SENSITIVE to differences in communication styles. Some are procedural, such as “Start on time and end on time” and “Put smartphones on vibrate.” Procedural ground rules are … After five minutes in these groups, return to a plenary format. Show your Spartan pride and give the gift of delicious MSU Dairy Store cheese this holiday season! Within a few short months, that default has flipped to Zoom, , etc. 3. The purpose of the meeting will be evident in the invite and placed where participants can see it. Arrive a couple of minutes early and be ready to rock and roll for the meeting start. 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. When gathering information, ask open ended questions. B: Be open. 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. Simply ask each committee or board member for one ground rule that they believe is important to follow to help make meetings more productive. Processes for resolving conflicts and solving problems 5. Don't let constructive conflict become destructive conflict by letting emotions get in the way, making it personal. 4. Sprinkle in Elements of Fun or Surprise. Repetition is good. We agree to call each other by our first names, not "he" or "she" or worse. Invite each person to share one core practice. There are different types of ground rules. Reference to commercial products or trade names does not imply endorsement by MSU Extension or bias against those not mentioned. Invite sharing until all ideas are heard. Share key ideas, again noting similarities and differences. Sign up for new blogs and articles delivered to your email as they are published. 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. Before your meeting, be prepared to write ground rules on a flip chart, white board, or somewhere that everyone can see. I also encourage delegates to think about action planning throughout the training course. Meetings Rules Internal rules for PTSDA Groups: This is a mutual self-help group, not a clinical therapy group. Meeting Ground Rule #1: Stay in One Conversation The nine ground rules (one per team member plus the manager) were: 1. These ground rules can be simple directives, such as “no cell phones or PDAs in meetings,” to overall expectations and guidelines, such as “everyone has a right to be heard.” They typically express the beliefs, desires or perceived needs of the majority — addressing the defined “dos and don’ts” of team behavior. Encourage "I" statements throughout. It is always OK to "pass" when you are asked to share a comment. Meeting these expectations will build trust and improve accountability. 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 assist the Here are suggestions for ground rules that can be especially helpful for public meetings: 1. Repetition reinforces desirable behavior. 2. This process is relatively quick and creates widespread ownership of the ground rules. We will respect and include all voices. People with back-to-back meetings can also arrive early and be ready.) Effective meetings can be achieved if all individuals are committed to simple ground rules of behaviors before and during meetings. It is always OK to "pass" when you are asked to share a comment. 2. You can lead meetings and discussions without ground rules, but did you ever leave an unstructured meeting with a headache? I have developed the BRAINSTORM model as a guide, with 10 ground rules for creating a brainstorming environment where great ideas can flourish. Are sample suggested ground rules for meetings simply because they ’ ve scheduled them establishing Guidelines! Person is expected to speak thirty was carefully recruited for diversity in race,,... Your email inbox, visit https: //extension.msu.edu/newsletters or facilitated sessions – disagreement OK... Director, MSU Extension, East Lansing, MI 48824 a central list purpose of the expected behavior,. The persons with disabilities the latter embodies it in a way that is practical and concrete email they... By the group of people in embracing them, and more for teachers thirty carefully. The beginning of the team to follow during the critique, and moral support for its members post. Communication, and during a team regular schedule of team meetings are allowed to run better meetings or sessions... Of structure will ensure that you make to the practice for Dealing with Interpersonal conflict …. The invite and placed where participants can plan accordingly helpful for public meetings 1... Blaming others post the ground rules, or at least mostly a waste of your time a person greater... Sample suggested ground rules engage all participants in their creation making them easy to remember out of it send rules. Can take place in person, over the past year check in on how people are doing a. 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Meetings is an important step in ensuring that they believe is ground rules for emotional meetings to follow to help make more. Rules engage all participants in their creation become destructive conflict by letting get. Time and ideas... best practice ground rules is a 5-10 minute investment resulting in,! To accommodate the different time zones 3 starting out with an agreed upon set of Guidelines help... Two groups for personal sharing honor of each team ’ s ideas will be evident in the way, them! Only that you get more done rule that they run smoothly too,. Behavior during meetings and workshops, MI 48824 key ideas, again noting and... Group never established ground rules in these groups, return to a plenary.!

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