Ground Rules for Your Project Team

Hello everyone!

As we all know a project's success depends on great teamwork. But how do we ensure everyone is on the same page and can work together in the team effectively from the start? Here is where ground rules come into play :-)

Let's break it down: what are they, why are they necessary, and how do we make sure they actually work?

What Are Ground Rules?

Ground rules are the basic expectations you set for your team.

Ground rules are the 'how we work together' guide that helps everyone know what is expected, for example, any demands to the communication style, meeting etiquette, or decision-making processes.

In short, ground rules set the stage for how your team will collaborate, communicate, and achieve success together.

Why Do You Need Ground Rules?

Why are they important?

• Everyone knows how to behave and what is expected of them. No guessing.
• When everyone is on the same page from the start, there is less room for misunderstandings.
• With clear rules, it is easier to hold everyone accountable for their actions.
• When everyone understands the working style and rules, collaboration flows better, and productivity improves.

How to Write Ground Rules?

Now that we know why the ground rules matter, let's talk about how to write them.

• Do not dictate the rules. Sit down with your team and get their input. It is their working environment as well as yours.
• Avoid vague rules like 'be respectful.' Be specific, for example, 'listen without interrupting.'
• What matters most? Communication, decision-making, meeting behavior, and timelines.
• Don't overcomplicate things. Clear, simple rules work best.

Here are some areas to think about when creating your rules:

• What tools and frequency will you use to keep everyone informed?
• How will meetings run? What are the expectations for preparation and participation?
• How will decisions be made - consensus, voting, or leader-driven?
• How will team members track progress and ensure they meet deadlines?

How to Approve the Ground Rules?

Once you have written the rules, it is time to get approval from the team:

• Go through the rules with the team and ensure everyone is on board.
• Make sure every team member agrees and understands why these rules matter.
• Keep a simple, accessible document with the rules, so everyone can reference them easily.

How to Maintain the Ground Rules?

Ground rules are not set in stone. They can and should evolve as the project progresses:

1. Make time during team meetings (for example, retrospectives) to review how the rules are working.
2. If things aren’t working or the team dynamic changes, adjust the rules accordingly.
3. As the project manager, you are the role model. Follow the rules, and others will do too.

How to Ensure the Rules Are Followed?

Making sure everyone follows the rules is key to success. In order to do this,

1. Hold everyone accountable, including yourself. To do this, ensure that both team members and leaders take responsibility for their actions, meet their commitments, and learn from mistakes. Rewarding, support, transparency, and continuous improvement within the team are key.
2. If something is not working, encourage the team to speak up and make adjustments.
3. When team members follow the rules, recognize them.
4. Bring up the rules in retrospectives to discuss what is working and what is not.

Final Thoughts

Ground rules are not just about making a list of dos and don'ts, they are about setting up the project for success by ensuring that everyone knows what is expected and how to collaborate effectively.

How do you set ground rules with your team? Do you have any tips or experiences you’d like to share?

Looking forward to hearing from you!

Best, Olha