Keep Your Meetings On-Track with Ground Rules
3 Ways to Use Meeting Ground Rules to
Stay On-Track and On-Time
Meetings are not the favorite part of anyone’s day (okay, understatement there), but they are often necessary. Sometimes a meeting is the best way to get something done without an email chain with 1,000 replies.
No doubt, more efficient meetings would give us some time back. And who wouldn’t want that? As the leader of the meeting, you have the power to ensure the meeting stays on track and improve your organization’s meeting culture. So why not use ground rules? Here’s how.
Establish Ground Rules - Out Loud.
Call these whatever you like: “Agreed Parameters,” “Expectations,” “Meeting Charter” - the name is not important. I know some groups like to choose a different name because “Ground Rules” might sound terribly autocratic. (It’s not, I promise, but we have some suggestions.)
To avoid this pitfall, choose your words, and make the establishment of ground rules a group effort. For instance:“In order to stay on track and on time, let’s come up with some ground rules we can all agree to. Who has a suggestion?”
“In the interest of time, let’s agree to some parameters to keep this meeting on track. I’d like to hear your suggestions….”
“We have a lot to tackle today, so I’d like to establish some parameters. I suggest we agree to only one person talking at a time, and to keep the discussion respectful. Can we agree to this? What other ideas would you like to add to our parameters?”
Say ‘Em at the Start.
Throwing ground rules around 20 minutes into the meeting (“John, we only allow one person talking at a time”) will frustrate your attendees.
The start of the meeting is the best time to establish expectations. This also mitigates problems that may derail the meeting later. As the person at the front of the room, you set the tone, and how you frame the next hour (or two, or six…) will signal how the time is going to go.
And make sure they’re visible! Keeping ground rules on a flip chart or whiteboard is a visual reminder that, "Hey, we agreed to this…let’s stay on track.” You can also point to the rules (literally) to remind the bulldozer in the room the group needs to stay focused and productive.Examples of Ground Rules
One person talking at a time
Differing opinions are welcome
Keep discussion respectful
Off-track ideas and questions will be put in the parking lot
Limit side conversations
No texting during the meeting
Take urgent phone calls outside the room
(*2020-21 update: “…off-screen; please mute yourself and turn off camera.”)We’ll start on time and end on time
Use your ground rules - along with your agenda - to keep your meeting running smoothly. Want a workshop where you can learn to do this effectively? Get in touch.
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About The Author
Hi! I’m Marianna. I make public speaking and presentation skills easier for my clients. I help with everything from preparation to managing anxiety and nerves to speaking with strength and confidence. In addition to Presentation Skills workshops, I offer executive coaching and Keynote speeches. To learn more, Get in touch.
