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Ground rules for effective meetings by Get The Picture

https://getthepicture.ca/2018/10/10/list-of-ground-rules-for-effective-meetings/

Call them what you will – meeting norms, team agreements, rules of engagement, or conditions for success – when it comes to effective meetings, it’s necessary to set up a few ground rules before you get started.

Here are some commonly used ground rules (collected from colleagues and meetings we’ve been a part of). Land on between 3-5 ground rules and after introducing and explaining what each one means to the group, consider asking the group for additions.

  • Show up and CHOOSE to be present (treat this as the most important conversation you can be in and silence or put away technology)

  • Participate 100%

  • Everyone participate, no one dominate

  • Share the airtime

  • One speaker at a time

  • Be brief and meaningful when voicing your opinion

  • State your “headline” first, then the supporting information as necessary

  • Success depends on participation (share ideas, ask questions, draw others out)

  • Share your unique perspective

  • Share your experience (not others’)

  • Allow every voice to be heard

  • Be generative and use “Yes…and” thinking (not, “Yes…but”)

  • Listen to understand

  • Listen with care instead of “building your story”

  • Meaning is in the listener

  • Listen from the “We” but speak from the “I”

  • Respect each others’ thinking and value their contributions

  • Listen for understanding – inquire (ask) before you advocate (persuade)

  • Be aware of meaningless abstraction

  • Treat everything you hear as an opportunity to learn and grow

  • Articulate hidden assumptions

  • Challenge cherished beliefs

  • Seek common ground and understanding (not problems and conflict)

  • Disagree without being disagreeable

  • Remember responsibility and non-defensiveness

  • Speak honestly

  • Use I statements

  • Seek unity (not separation)

  • Be positive, non-judgmental and open to new ideas

  • Speak your truth, without blame or judgment

  • Be intrigued by the difference you hear

  • Expect to be surprised

  • All ideas are valid

  • Critique ideas, not people

  • Stay open to new ways of doing things

  • Ask “what’s possible?” not “what’s wrong”? Keep asking

  • Listen for the future to emerge

  • Stay at the strategic level (out of the operational)

  • With transformation, expect anxiety

  • Let go of the outcome

  • Manage group work

  • Staying on schedule is everyone’s responsibility; honor time limits

  • Stay out of the weeds and the swamps

  • Confidentiality (whatever is said/written in the room stays in the room)

  • Bring your humor and have fun!

Once you set your meeting guidelines, be sure that all of your participants are aware of your expectations. A great way to keep them reminded, without saying a word, is to use a visual agenda. That way you have a graphic reference of the ground rules in plain view where they can help the group regulate themselves.