These should be clearly posted for easy reference in case the meeting starts to deviate. More importantly, you will start to see: OK, I know that sounds a little pie in the sky, and maybe it is a little over the top. Because they think that’s how they are supposed to run their business. Comment on (or have the group comment on), If appropriate, help the group decide what the, Indicate that you (and other residence staff members) will also. So why should they all attend the same meetings? Thank you for the lovely gifts @Nederburg ?? So meetings can often just turn into big gatherings. I was a leader at Whole Foods Market for 20+ years, and have led or attended hundreds of staff meetings. (keywords: "who", "anyone"). It is a good idea to enlist the help of a note taker and a recorder. We’ll examine why most don’t work, but more importantly, we’ll examine the top meeting ground rules for facilitators so that your next meeting will be a hit with your employees and actually accomplish something. Increase participation and the sharing of idea… But it could also simply be one where you know the team will be divided such as whether to continue hold meetings in the morning or evening, which was a common dividing point with the store meetings I ran for Whole Foods Market. If you consider the goal and how many get executed, you can see why in most cases, meetings are horribly inefficient. To chair a difficult meeting, I think it makes a big difference to let the team know ahead of time what is going to be discussed. See more in my in-depth Gqueues Review (just click the link to read it on my site). to reflect on the content and process of the discussion; a few written notes Need more on how to be or find an effective meeting chairperson? Related: 9 Proven Cell Phone Addiction Symptoms (just click to read my article on this site). mind. if any, would you make? Share time so that all can participate. One way to do that is by suggesting ground rules. with your RF or RD. Often meetings turn into social gatherings. Some topics are best shelved to their own meeting. * Set ground rules: Ground rules establish a foundation upon which the group's communication will occur. If you are in a career job, the answer is almost assuredly yes to those questions. Consider who knows the topic, can assume an "objective" role, will be accepted by the group and has group experience. They serve as a tool for detecting and correcting unhealthy group interactions and evolving toward productive and … As the boss, you wear a lot of hats and have your hands in a lot of different aspects of the business. Then the leader either extends the meeting longer (groan) or table those items until the next meeting. CLICK HERE to check current price on Amazon Prime. It’s very common for workshop facilitators to establish ground rules at the beginning of the workshop. When staff meetings turn into social gatherings? Formal training (Meeting Management & Facilitation) Ground rules. How do I establish trust and openness among the group? Be patient when listening to others … What are my personal beliefs, values and stereotypes about the issue? Individual oriented questions encourage individual response (but may put Wait! Then we collectively vote on whether we will: I keep my cell phone out on the table during our meetings for the sole purpose of monitoring the time and holding everyone, including the boss, accountable to our timetable. That’s what I use and it’s a great way to keep track of your to-do list and the lists of others. Before addressing the proposed agenda it is a good idea for the facilitator to review the ground rules for the meeting. In those cases, I do think some sort of physical and mental break is a good thing, so a 5-minute stretch break, or have the coffee and snacks in an adjacent room, and have a set (and short) time slot dedicated to that. Your email address will not be published. Brainstorming. ? What changes, If in doubt what to do consult will learn much from seeking feedback from others, especially from your co-facilitator If you do run out of time, figure out why that happened, and take a vote to see if they prefer to plow through, table until next time or call a special meeting for the final topics. "I (we) am (are) here to help us have a good discussion Some common ground rules are: 1. On the flip side, your social media manager doesn’t care about changes to your product inventory systems. No interruptions. Consider what you know about the topic, whether your views are known to students, and whether that makes your role as a facilitator too difficult. What I do now in my current job as Academy Director for a large martial arts school (I run our weekly staff meeting) is to actually have each agenda topic blocked out for a set length of time. How well did the group stay focused on the topic? Not butts in chairs, but rather … Decide who should facilitate the discussion. Even if you do, do you have a system to check in and make sure it was handled? environment. understanding). #ThirstyThursday, — #DoTheDaniel Inc. (@dothedaniel) February 2, 2017. To create a safe and respectful atmosphere connections with one another. It can be one of the more challenging things for new facilitators … But there IS a better way! After the discussion is over, take a few minutes (with your co-facilitator) Inclusive for sure, but efficient or effective? They feel like their time is valuable and they walk away more motivated than when they came in. Do you have information vital to the process? Will I feel comfortable facilitating a group discussion on this issue? by a few? When the conversations drift they get everyone back on track quickly. Yes, many were fun; especially the out of town ones. and stimulate thinking. It remains the primary responsibility of the facilitator to … Mentally, that’s just about how long we can expect our brains to stay focused on one person reading a list of topics, rules, or changes to policy and procedure. So we all know before the meeting starts that topic A will be 5 minutes, but topic B will be 20 minutes. The store-wide meetings were probably the worst of these meetings. Ask what you did that went well (what you did to keep The more inventive of the meeting runners would at least insert a few jokes or get a little crowd interaction going (I’d like to think that was me). This may involve breaking the ice, helping people warm up to the meeting and acknowledging contributions of participants to the conversations. This could be in the form of a short email, or if you routinely email the agenda topics out before the meeting, make sure it’s clear what will be discussed. link to Why Does My Husband Use Private Browsing? I’m really enjoying the template/theme of this blog. Nothing says “I don’t respect your time” more than starting way late or a meeting that runs way over the allotted time. Solicits agenda items two days before meeting. The average meeting is a time suck that accomplishes little, drains morale and has everyone scrambling afterward to get their individual to-do lists back on schedule. Have you ever sat through a staff meeting wondering why you were there? What role should I assume as a facilitator? Timebox your activities and open discussions to keep everyone on track and focused. Consider: Seek feedback from others (other staff members present or participants). 30 minutes is just $100, and I offer discounts for repeat customers. Ground rules, or group norms, are used to set an agreed-upon level of behavior that will guide how the participants will interact with one another. Then have a dedicated Q and A portion of the meeting at the end, with a set end time; that way it doesn’t just turn into an extended grouse-fest or argument that never ends. Idea generation. Further, if you have written the agenda well and have a good chair running it, there’s no need to go over. Guess what happens if you try and manage everything? And if you can learn meeting ground rules for facilitators, guess what? If you have a large team, break down the components and have meetings with each group that is specific to their goals and needs. Ideally, this would be a cloud-based document all could review or add to at any time before or after the meeting. But you know what? Most of us won’t hate them anymore (or at least nearly as much). GQUEUES is a great web-based to-do list program. Let everyone participate. Meeting ground rules for facilitators were thankfully left up to me as the GM (for the store-based ones), but having them in the first place was not optional. Facilitation best practice includes leading by example – setting the ground rules is a great place to start. A lot of times it’s hard to get that “perfect balance” between user friendliness and visual appeal. Once the team starts to feel a regular social connection, they will be more apt to stay focused at staff meetings. A written agenda for all meetings is a must. Meetings start and stop on time. ONE POSSIBLE SET OF GROUND RULES. They are reviled, divisive topics that can splinter an otherwise great team. In general, the smaller the group, the more effective and productive your meeting. I’ve spent most of my adult life attending meetings. Avoid “But,” Try “Yes, and…” Strategy meetings have far too many buts. - 11 Proven Ways. Save my name and email in this browser for the next time I comment. Check out this great video based on Robert’s Rules of Order! But it does make a big difference to help the team understand why the decision was made. We understand the challenge we all face in sharing some of our experiences Can I assume an objective role in the discussion? With meeting ground rules for facilitators, people feel informed & heard. With the group's objective firmly in mind, preparation for the meeting or event is all-important. If you feel like your meeting needs to be over an hour and a half, then consider either holding additional meetings at a later time or splitting the group and holding different meetings for each group. facilitators need to plan ways to aid members to manage concerns about their differences if they arise during meetings. Many a meeting has been spent only covering a small part of what was actually on the agenda. This is one of the most crucial meeting ground rules for facilitators. While many public organizations use parliamentary procedure as a form of ground rules, such formal rules may not be sufficient or appropriate for guiding public discussion. Select those that are appropriate to your group’s needs. Ground rules are a short list of expectations to guide how a group works together. We hope that you will say what is on your a good discussion where all views can be voiced in a safe and respectful Over/under contributors. Pose an interesting question or set of questions. When I'm not spending time with my wife & 3 daughters, I can usually be found practicing martial arts, making music, blogging on my new blog over at or, blogging right here. We ask that you speak from your own perspective; personal, We ask that you respect the viewpoints of others--that you, To show your respect for others in the room, we ask that you stay focused Thus getting meetings back on track can take a lot of time. Provide opportunity for all voices to be heard. Outstanding Blog!|. How do I encourage the participation of everyone and avoid domination eye on the individual. We also had monthly store meetings with all the employees of that store (often 150+). Check out my 11 worst Micromanagement Examples and find out! Basics: Raise hands before speaking. Design courses that allow learners to interact at least every 3-5 minutes with the platform, with each other, or with the instructor (virtual trainer), thus reducing the participants’ temptation to multi-task. I must say you have done a amazing job with this. What contributed to this? Create an environment for effective communication (the achievement of mutual Let's look at some of the specifics. To Decide: Group discussions designed to lead to a group decision. The association that bears his name updates the guide periodically. the discussion moving, motivate others to take risks and set the appropriate The term ground rules was originally used to describe the rules of baseball that teams agreed to use in a particular venue, or grounds. Many of those meetings have been spent simply listening to an awkward public speaker dryly read from an agenda down a boring list of topics. They found that: So you can easily see why the average work meeting is ineffective. If you want just one book on meeting ground rules for facilitators, this should be that book! Open questions requiring more than a "yes" or "no" response (as opposed Many were run by people who had no clue about meeting ground rules for facilitators, as it wasn’t anything we were ever trained on. When we sit we induce complacency, apathy and a feeling of tiredness. If you can master meeting ground rules for facilitators, you’ll be way ahead of the curve. It is part of the facilitator’s role to foster an environment that is … Whenever you hope to facilitate conversations on social justice concerns, whether preparing for a one-hour workshop or weaving such discussions into a year-long class, a vital first step is the development of guidelines for participation. Others might work better if the boss gets input one on one and just makes the call. One of the key ways a facilitator does this is by helping groups establish ground rules for an effective process. tone., etc.) Nearly every kind of dispute management process relies on some form of ground rules. Encourage participation: Create an environment where all participant feels encouraged to share their opinions. Knowing what to put on the agenda and what not to is one of the most important of the meeting ground rules for facilitators. A successful boss is one who works ON the business and isn’t always IN the business. However, to dive in quick and get going on solutions, I highly recommend the book Robert’s Rules for dummies! Ground Rules Synonyms GR are also being called: discussion guidelines, community norms, participation agreements, a protocol, or rules of engagement. That doesn't mean that there won't be disagreement and some As a BetterHelp affiliate, we may receive compensation from BetterHelp if you purchase products or services through the links provided. To Raise Awareness: Group discussions designed to share specific information So ask yourself if your being in that meeting is needed? We do. that, We ask that you be willing to voice disagreements, but we ask that if In this post, we took a critical look at why most meetings that most organizations hold simply don’t work. If at the end of the time limit, we’re still talking, I stop everyone and let them know we are at time. They also keep track of time and know when to move the group forward and when to end. They are not the most productive way of accomplishing the mission. Lastly, we had irregular national meetings; costly affairs where all top leaders from around the globe were flown somewhere for a 3 or 4-day gathering. Communicates with respect, and promotes clarity and inclusion. This person should not be the boss but should keep everyone (including the boss) on track. I use a free theme from aThemes, so I highly recommend checking them out if you need a great WordPress theme. Is your presence crucial? you disagree with someone's idea that you, (A useful ground rule for managing hurt) We will. Low self-esteem affects lots of people, but there are solutions if you... Why Does My Husband Use Private Browsing? If it’s a good company that they believe in, they’ll accept the decision a little better once they fully understand. In some cases, the top leaders want feedback or buy-in from the people attending. Depending on your meeting, detailed notes may not be necessary. 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. How do I keep discussion flowing smoothly? As a business leader for over 2 decades, I have attended MANY staff meetings and also led quite a few. Show me a boss who feels like they have to be IN the business all the time and I’ll show you a micromanager who isn’t running their business as effectively as they could. Set ground rules about live discussions that means everyone can stay focused. If you have questions, I have answers! And the worst is when they don't see just how amazing they really are. Tags: adult learning best practices employees facilitation ground rules learningdevelopment train the trainer training workplace. Cell phone usage, unless it’s an emergency, has no place in meetings. Facilitation dynamics Setting ground rules Often disregarded by those untrained in facilitation, setting ground rules is a key component of the facilitation process especially in meetings convened to discuss difficult problems or for training. Facilitation. For some companies, that won’t be possible though. When starting a facilitated session or meeting, the establishment and adoption of ground rules is key. Possible rules or expectations for the facilitator or group leader: Prepares meeting room and makes it physically comfortable. (keywords: "how", "why", "what", "what if", "tell They are sometimes called working agreements, guidelines, or expectations. This ground rule applies to structured, for-profit situations and NOT necessarily unstructured, political or social meetings. You A very crucial part in the preparation for your facilitation role is setting the guidelines or “ground rules.” Since the primary function of the facilitator is to ensure smoothness and to make the entire process easy, establishing the ground rules will help in governing the group and the interaction of each participant throughout the course of the activity until the desired objectives are met. Your IT person doesn’t really care about changes in HR policy. NEED A GREAT WEB-BASED ORGANIZATIONAL SYSTEM FOR YOU OR YOUR TEAM? They’ll be much more attentive and happy to participate when you consider what’s on the agenda and how it relates to their job and tasks. Thus people who had been there until 11 pm the night before (or later) were required to come right back the next morning; not the happiest of campers. During our standard business meetings, participants have a duty to speak up. Acts as the neutral person. Department heads had monthly meetings with their own teams. Climate and Environment. Effective ground rules help: 1. Side conversations and drifting from tasks or agendas are common. Standing keeps us more energized, and (more importantly), everyone will be much more apt to want to finish on time. Ground rules serve as a process guide for the facilitator and the participants. The simple tips in this post will have your meetings truly do what they are supposed to do. Some were great, but many were not, so in my quest to improve mine, I started to look into meeting ground rules for facilitators to see how I could improve mine. After all, if you’re planning a 2 or more hour meeting, the chances are really good everything on your agenda doesn’t apply fully to everyone on the team. Have you read my all-time most popular post? - 11 Proven Ways. Contrast/color with pen. Not sure if you’re a micromanager? Use text chat channels or methods such as one breath feedback to find the balance between letting everyone speak and keeping your workshop moving forward. Middle Class Dad is compensated for referring traffic and business to these companies, but in no way increases the cost to you if you opt to make a purchase from my links. might indicate serious personal difficulties. we ask that all of us follow a few groundrules.". We just accept it and don’t question it. Some topics just naturally turn into big complaint-fests. Remember to come to the Request in advance that all attendees either leave phones at desks or minimally turn the ringers off and don’t pick them up during the meeting. Get participants to "own" their comments rather than speaking in generalizations Encourage Relationship-Building. Anything over 30 minutes is risking boredom, cell-phone checking, and side-conversations. Inefficient and not productive in either case. Was it as exciting as watching paint dry? I very much enjoyed the social aspect of these. Thanks for the kind words and for being here! Our job as facilitators is to help us have Below are six simple ground rules for facilitating in the virtual classroom: 1. [7] They are … But most of what we enjoyed had nothing to do with what we were there to accomplish. encourage everyone to speak up, enforce a respectful tone, and manage the pace will determine the quality of the discussion and therefore, the information you gather. If you have a large group or a lot of topics to cover, you may find your meeting stretches well over an hour. You may have heard of Robert’s Rules of Order.

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