Team Ground Rules: The Glue That Holds Extraordinary Teams Together

In this blog post:

• What are Team Ground Rules?
• Why are Ground Rules important?
• How to Establish Ground Rules
• Key areas to cover in your Ground Rules
• Sample Ground Rules to get you started

Have you ever been in a meeting that feels like it’s going nowhere fast? People are talking over each other, phones are buzzing, and by the end, you realize that you haven’t even gotten to the important stuff. Frustrating, right? That’s why every team needs “ground rules”—the invisible glue that keeps everything (and everyone) together.

Ground rules are like the “rules of the road” for your team. They tell us how we should function, how to handle distractions, and what to do when things get off track. Without them, it’s easy for even the best-intentioned teams to lose their way. Think of these rules as your team’s “Constitution,” guiding your work and keeping things running smoothly. And just like any great Constitution, it can and should evolve over time.

What Are Team Ground Rules Anyway?

Ground rules are agreements the team makes about how to behave and interact during meetings—and even outside of them. They’re about setting expectations upfront so no one is left guessing about what’s okay and what’s not. Without them, you’ll find yourself addressing the same issues over and over again, and that’s a fast track to frustration-ville.

You don’t want to waste time on things that could have been easily avoided. Setting ground rules?before?you dive into the business at hand helps the team focus on what really matters.

Why Are Ground Rules So Important?

Ground rules set the tone for how your team will operate. They help:

– Define expectations. Everyone knows what’s expected of them. – Build accountability. It’s hard to claim ignorance when you’ve agreed to the rules from the start! – Enhance efficiency. Less time dealing with disruptions means more time making progress. – Foster trust. When everyone is on the same page, the team functions better—and people feel respected and valued.

How to Establish Team Ground Rules

1. Explain?what ground rules are and why they are important to?team performance.
2. Ask for Input.?Ask the team what ground rules they have seen/used that they would like to see during this meeting.? Make sure you record the ideas on a?flipchart?for all to see.
3. Check for Agreement.?After everyone has listed their ideas, ask if there are any rules that they cannot live with or support.? Change as needed.
4. Pause for Prevention.? Ask the team what measures they should take if the ground rules are?not?followed.
5. Post?the ground rules in a prominent place at every meeting.
6. Refer?to the ground rules at the beginning of each team meeting, during the critique, and during a team intervention.

Note:? When the team is only going to meet for one specific purpose and/or a short amount of time, the facilitator can simply recommend a few ground rules and ask for agreement.

Key Areas to Cover in Your Ground Rules

When you’re creating ground rules, think about how your team will deal with the “usual suspects”—the common things that can derail your progress. Here’s a quick rundown of what you’ll want to address:

1. Meeting Protocols.?Clarify expectations on the nitty gritty about meeting invites, agendas, minutes, etc.
2. Interruptions.?Are phones allowed in the meeting, or should they be silenced? What happens when someone gets called away? Handling interruptions keeps your meetings focused and efficient.
3. Assignments.?If a member can’t get their homework done (and it happens!), when do they notify the team? Setting a protocol avoids last-minute surprises.
4. Roles and Rotations.?Should roles like facilitator or note-taker rotate, or stick with the same person? What if someone can’t make the meeting—do you allow subs? Deciding these things upfront saves time and confusion later.
5. Decision-Making.?How are decisions made? Is the team aiming for consensus, or does the leader make the call if you can’t reach agreement? Knowing this helps avoid deadlock.
6. Confidentiality.?Are there things that shouldn’t be discussed outside the room? Establishing boundaries helps protect sensitive information and builds trust.
7. Penalties.?What happens if someone breaks the rules? Do you give them a pass the first time, or is there a process for addressing repeated issues? Having consequences keeps everyone accountable.

Sample Ground Rules to Get You Started

I know you’re busy, so here’s a “starter pack” of ground rules you can tailor for your team. These are tried-and-true, and they’ll set you up for success:

• Honor Time Limits – Be on time. Start on time. End on time. – Time is precious, and we all know meetings can drag. Stick to the schedule, and keep things moving. – Keep individual and team commitments. No flaking!
• All Participate, No One Dominates – Everyone should have a voice at the table. No one likes a monopolizer. – Get input from everyone, and recognize that every idea matters. – Accept all suggestions for consideration, no matter how out there they seem. Sometimes the wild ones spark the best ideas!
• Work Together – Share the load. Offer help before being asked, and let’s get this done as a team. – Keep each other in the loop—whether it’s good news or bad. No one likes surprises.
• Listen as Allies – Give your full attention to the person speaking. Avoid interrupting. It’s amazing what you can learn when you actually listen! – Seek first to understand, then to be understood (thank you, Stephen Covey). – Stay on track and resist the temptation to go off on a tangent.
• Be Considerate – Be thoughtful when offering help or feedback. No one likes a know-it-all. – Be open to feedback yourself. We can all get better, right?
• Celebrate Small Wins – Recognize progress, no matter how small. Even tiny victories deserve a cheer! – Celebrating keeps the team’s energy up and reminds everyone of the progress you’re making.
• Give Feedback – When someone breaks a ground rule, kindly remind them. – Knock Three Times.? If the discussion starts wandering off or someone breaks a rule, knock on the table three times. It’s a subtle way to get things back on track without disrupting the flow. – Consider using a ‘penalty pot’ where each team member contributes a penny, nickel, or quarter for each violation of the rules. At the end of the project or year, the team decides what to do with the money.
• Respect Time and Each Other – Respect everyone’s time by coming prepared and staying on schedule. – Respect each other’s ideas—even when you disagree. –?Be open to constructive?“Reminder of Our Rules.”

Make Ground Rules Work for You

Here’s the thing: ground rules aren’t set in stone. They should evolve as your team grows and faces new challenges. Just like any good system, they need to be reviewed and updated. What worked at the start of your project might not work six months in. So, make it a habit to check in regularly (I like doing a?critique?at the end of the meeting) Are these rules still helping us? Do we need to tweak them?

If something stops working, don’t be afraid to change it. The key is to keep them relevant and useful.

Ground rules might sound like common sense, but trust me, putting them in writing makes all the difference. They help your team function like the well-oiled machine it’s meant to be. When everyone’s on the same page, you spend less time dealing with distractions and more time getting stuff done.

Want more tips on creating an extraordinary team? You’re in the right place! Check out more resources here at ExtraordinaryTeam.com. Let’s get your team from good to extraordinary!

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Kristin J. Arnold, MBA, CSP, CPAE Speaker Hall of Fame, CPF Master is a professional panel moderator and high-stakes meeting facilitator who shares her best practices for interactive, interesting, and engaging panel presentations.