DREIESKIVA​|Roald Kvam

Ground rules are the team’s shared norms, values, and guidelines for effective collaboration. They function as a set of «traffic rules» – mutually agreed-upon commitments that shape how the team works together. These ground rules foster a shared understanding and provide clarity, ensuring smooth and respectful teamwork.

Questions for Establishing Team Ground Rules

When creating or refining ground rules for a team it’s helpful to consider the following questions:

Meeting Guidelines

• Frequency: How often will meetings be held?
• Location: Where will meetings take place?
• Atmosphere: Should meetings be formal or relaxed?
• Duration: What is the time frame or schedule for meetings?
• Invitations: How and when will members be invited?
• Preparation: Are agendas or supporting documents required in advance?

Communication Norms

• Respect: How should team members address one another?
• Criticism: What is the appropriate way to give and receive constructive feedback?
• Personal Sharing: How much should personal issues be discussed within the team?
• Requests for Help: How should needs or requests for assistance be communicated?

Support and Responsibility

• Collaboration: Are team members obligated to help one another with tasks?
• Loyalty: How is loyalty defined and demonstrated within the team?

Conflict and Disagreements

• Small vs. Large Issues: How should disagreements over minor or major issues be resolved?
• Conflict Resolution: Should conflicts be addressed immediately or deferred to a later time?

Accountability

• Expectations: What happens if a team member does not adhere to the ground rules?
• New Members: How are new team members introduced to the established ground rules?
• Representation: Can team members speak on behalf of others?

Planning and Punctuality

• Work Planning: How will the team ensure effective planning of tasks and goals?
• Time Awareness: How will punctuality be emphasized and maintained?

Sample Ground Rules

Here’s an example of what I see as well-defined ground rules for team collaboration:

1. Respect for Each Other’s Work:
   • We will show respect by valuing each other’s contributions.
   • We will speak to each other in a respectful and constructive manner.
2. Support for Each Other:
   • We will encourage and uplift one another.
   • We will learn from each other and share our knowledge openly.
3. Active Listening:
   • We will listen attentively without interrupting.
   • We will aim to express ourselves concisely and clearly.
   • We will gently address instances where someone becomes unclear or overly verbose.
4. Helping Each Other:
   • We will be transparent about how our tasks are progressing.
   • It is always acceptable to ask for or offer help.
   • We will communicate our workloads honestly and, when possible, offer support to others.
5. Confidentiality:
   • Team discussions are confidential unless explicitly stated otherwise.
   • If uncertain about confidentiality, we will ask for clarification.
   • Open and honest dialogue within the group reinforces trust and confidentiality.
6. Conflict Management:
   • It is permissible to say during a meeting or activity: «You’re not following the ground rules.»

The Purpose of Ground Rules

Ground rules focus not on the practical tasks of the team but on how members interact and work together. They establish a framework for mutual respect and accountability, creating an environment where everyone can thrive.

A Positive Outlet for Frustrations

Ground rules can serve as a constructive way to address frustrations within the team. By setting a shared framework, members can express their needs and expectations in a healthy, solution-oriented manner. This openness fosters harmony and collaboration.

A Call to Action

Ground rules are not about restricting freedom; they’re about empowering the team to function at its best. They ensure that everyone feels respected, heard, and supported, creating a foundation for effective teamwork.

By implementing ground rules, your team can create a positive and collaborative environment where each member contributes meaningfully and thrives.

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Source and Inspiration: «At Lede Mennesker. Om Kristent Lederskab» by Henrik Nymann Eriksen and Sven H. Madsen.