Presentation ground rules i did a program session at a conference on october 30, 2010 and before i started the session, i realized that i needed to set some ground rules for the presentation. Eight essential ground rules for great remote meetings. For example, research has identified three results that all leadership teams need to. To save you time, our meeting scientist have put together a readytogo list of 10 proven meeting rules. Over the course of my career, i have sat through hundreds of presentations. Board members are the work horses that do the work of the. During the session, use an agenda, set meeting ground rules, take. Meeting these expectations will build trust and improve accountability. Ask for everyones commitment to adhering to ground rules at the start of the meeting. Project team ground rules project management tools. For example, research has identified three results that all leadership teams need to achieve. Typical meeting ground rules revolve around start and end times, no interruptions such as cell phones or email etc.
The rules also guide teams to work together effectively. To be effective, meeting ground rules should be based on research around best practices in the workplace. These ground rules can be simple directives, such as no cell phones or pdas in meetings, to overall expectations and guidelines, such as everyone has a right to be heard. To an ideal audience, i prefer to give the presentation for around 10 to 12 minutes for a half an hour meeting time slot. For instance, if the team debates a disagreement, that team debate should be treated as confidential and not discussed outside of the team meetings. To help you put together a captivating, memorable virtual presentation or meeting, weve compiled a list of 6 golden rules for making web conferences engaging. It is a good practice to have a few basic groundrules that are used at all meetings and it is fine to have a few that are specific to whatever a. Presentation software can be a wonderful tool if used correctly. Before you begin your discussion, it important cover a few ground rules that will help to set expectations of all participants and ensure a productive meeting. So i approached the subject of ground rules in a staff meeting, asking for. It acknowledges communication barriers and provides agreed upon techniques for overcoming such barriers. Team ground rules should be created and agreed to by everyone in the team together, because groups more easily accept and abide by rules theyve set themselves.
Conference calls present unique communication barriers that can be easily overcome when meeting participants adhere to a few best practices. Nine ground rules to adopt during strategic planning. Perhaps you can use some version of billys technique to set up your next workshop or presentation. But in society today, virtual teams are commonplace. Its important to remember that the people who take more than their fair share of meeting time may not realize the impact they have on others. During the session, use an agenda, set meeting ground rules, take breaks, and clearly outline next steps including timing and accountabilities after each section and at the end of the meeting. Introduce the meeting or presentation 2 minutes after scheduled start. Be prepared to contribute to achieving the meeting goals. What could you do or not do today that would make you really proud of yourself. That means that almost any meeting that you have today will probably have at least one person attending from a remote location.
The only thing worse than a long presentation in person is a long presentation during a virtual meeting. This means the burden and the power to manage the conversation falls not just on the meeting leader ground rules give everyone on the team a tool they can use. Ground rules are monitored by the whole group, for the group. Rather than having a standard conversation about ground rules, try using this question instead. Set the ground rules at this time, including letting others know how. Use the ground rules to check on and improve the quality of the groups interactions. Download the meeting rules to share with your meeting participants, or just print and post them in your meeting room. Land on between 35 ground rules and after introducing and explaining what each one means to the group, consider asking the group for additions. A meeting is a pitstop as in formula one racing where all the team members must get the. The ground rules for your virtual meeting might include.
Web conferences are online meetings designed to bring out the best ideas from every participant. Ground rules, or rules of engagement, are typically discussed and agreed to early during the formation of a team. Best for a presentation where one person will speak to. Often ground rules can be the same for children and adults e. Read on for the mustknow rules of how to run a successful meeting, and colleagues everywhere will thank you.
To more narrowly define board meeting protocol, look to the powers of the board of directors. Maintain confidentiality often team meetings discuss confidential information or team member interaction should be confidential. This cast shows how to facilitate the capture of ground rules when starting a meeting. Ive written before about how to improve your conference with explicit ground rules. Guidelines for participation reference chapter 6 in requirements by collaboration by ellen gottesdiener, addisonwesley, 2002. What it takes to run a great virtual meeting hbr ascend. Debrief immediately following the meeting for best debriefing results, debrief immediately following the meeting. Send out an agenda ahead of time and stick to it whether a sales call, status meeting, product feedback meeting, support call, etc. A list of ground rules for effective meetings get the. Display the ground rules so that theyre visible to everyone. One of the best ways you can ensure your audio conference or conference call is a success is to provide an upfront contract, of sorts, to the attendees. Both mark and mike have recently been in the audience for professional presentations, and it was an eye opening experience for both of us. Running an effective teleconference or virtual meeting. The point of the exercise is to recognize and document lessons so that the future project efforts of others do more of the successful things and less of the unsuccessful things.
An upfront contract establishes the ground rules for communication. This is where meeting ground rules come in to play. Set ground rules for workshops or presentations like a master. All team sports have a set of rules implemented to keep the game organized. Primary care teams needs rules of engagement, ground rules, to work together effectively and produce desirable outcomes. But remember, you cant just make things up for effect. Ground rules should be shared with a group ahead of time so that everyone understands the culture of the meeting before you move into the purpose of the meeting, agenda and desired outcomes. An alternative to using ground rules for meetings 3coze3coze. Set the ground rules at this time, including letting others know how questions will be.
Ground rules persist from meeting to meeting so there is no need to develop new ground rules for each meeting. A board meeting should not be considered the boards agenda or the boards meeting. Do you need everyone to watch a presentation or demo in real time. It can also be a dangerous distraction that interferes with communication rather than facilitating it.
Ground rules for web conference participants media. Ground rules give you a tool you can use when someone goes too long. Most conference software allows participants to submit questions through chat. Instead, i want to share two principles for designing. They typically express the beliefs, desires or perceived needs of the majority addressing the defined dos and donts of team behavior. People are more likely to accept ground rules if they help keep the meeting short and to the point. Ground rules are best set right at start of the webinar and should be firm but in keeping with the audience and the purpose. Ground rules provide the meeting etiquette and will assist in. Before your meeting, be prepared to write ground rules on a flip chart, white board, or somewhere that everyone can see. The ultimate guide to remote meetings in 2020 the official slack blog. In fact, its arguable that they need to be stricter if the audience is larger because the session is more difficult to control for the host or moderator. Ground ruleswe all assume other people will behave well, but different people expect different behaviours. For instance, basket players use their hands to dribble and shoot, as stated.
Select those that are appropriate to your groups needs. The facilitator is there to guide the process of deriving and checking the groups ground rules. Here are some commonly used ground rules collected from colleagues and meetings weve been a part of. Setting ground rules at the beginning of the meeting is the most powerful tool you can use to assure a productive and creative outcome. Make sure the meeting software you choose can accommodate a large number of attendees without going. Ground rules detail the code of conduct for a meeting and the team, explaining the behavior thats expected of all participants. Set ground rules for better team performance disc profiles. If one of your slides lasts only for a few seconds, it does not have any business to be a part of the presentation at all. Some software packages even allow attendees to raise a hand if they want to. Sample ground rules for team, department, or organizationwide meetings. This is not something that ive always done and i think it really helped out with my presentation because the participants understood immediately that. One meeting a week adds up to 260pd a year, which is a significant effort. Treat all meeting participants with the same respect you would want from them.
Whenever you hope to facilitate conversations on social justice concerns, whether preparing for a onehour workshop or weaving such discussions into a yearlong class, a vital first step is the development of guidelines for participation. The technique that i use most when i am playing the role of a ba on a project and need to gather requirements and elicit key information from stakeholders is to organize and. Ground rules for meetings ppt download slideplayer. Facilitating ground rules to start a meeting manager tools. People report over 50 percent of their meeting time is wasted. Establishing these ground rules will keep you from grinding to a halt. These guidelines, often referred to as ground rules or community norms. The definition of protocol is an official procedure or system of rules that govern affairs of states or diplomatic occasions.
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