Ground rules, sometimes called working agreements or norms, are the shared expectations a group sets for how it will work together. Good ground rules make meetings and workshops more focused, more respectful, and more productive. This guide explains what ground rules are, how to create them with a group, and more than 30 examples for meetings, workshops, training sessions, classes, and online sessions.
What Are Ground Rules?
Ground rules are a short list of agreed behaviors that guide how a group participates in a meeting, workshop, or ongoing team. They cover things like listening, participation, use of devices, time, and confidentiality. The best ground rules are few in number, specific, and created or confirmed by the group rather than imposed.
Why Ground Rules Matter
- They make expectations clear before problems happen.
- They give everyone, not only the facilitator, permission to keep the group on track.
- They help quieter people participate and keep dominant voices in check.
- They create a sense of safety for honest discussion.
How to Create Ground Rules With a Group
- Explain the purpose. “Let’s agree how we want to work together today so we get the most out of our time.”
- Ask for input. “Think of the best meeting you have been part of. What made it work?” Collect answers on a board.
- Cluster and phrase. Combine similar ideas and phrase them as positive behaviors.
- Keep it short. Five to seven ground rules is plenty.
- Confirm agreement. Ask if everyone can commit to them. Adjust if needed.
- Post them visibly and refer back when needed.
For short meetings, you can propose three or four ground rules and ask the group to add or change any.
Ground Rules for Meetings
- Start and end on time.
- Come prepared.
- One conversation at a time.
- Stay on the agenda; park other topics for later.
- Laptops and phones away unless needed for the task.
- Everyone participates; no one dominates.
- Disagree with ideas, not people.
- Decisions and actions are captured before we leave.
Ground Rules for Workshops and Training
- Be present and fully engaged.
- Share the airtime.
- Build on others’ ideas: “Yes, and.”
- Defer judgment during brainstorming.
- It is okay to try and get it wrong.
- Ask questions anytime.
- Return from breaks on time.
- Take what you learn, leave what was shared personally.
Ground Rules for Difficult Conversations
- Listen to understand, not to respond.
- Speak for yourself using “I” statements.
- Assume positive intent.
- Respect confidentiality.
- It is okay to pause or step out.
- Name the tension rather than avoiding it.
Ground Rules for Online Meetings and Webinars
- Cameras on when possible.
- Mute when not speaking.
- Use the raise-hand feature or chat to contribute.
- Close other tabs and notifications.
- Let people know in the chat if you need to step away.
- Remote voices first in hybrid meetings.
Ground Rules for Classes and Seminars
- Come having done the reading.
- Support claims with evidence from the text or experience.
- Respond to classmates, not only to the instructor.
- Respect different perspectives.
- Invite quieter voices.
Ground Rules vs. Team Norms
| Ground rules | Team norms or working agreements | |
|---|---|---|
| Scope | A single meeting or workshop | An ongoing team |
| Created by | Often proposed by the facilitator and confirmed | Created by the team |
| Covers | Participation and behavior in the session | Communication, decisions, responsiveness, collaboration |
| Reviewed | At the start of each session | Periodically, such as each quarter |
What to Do When Ground Rules Are Broken
- Refer to the agreement, not the person: “Let’s remember one conversation at a time.”
- Invite the group to self-correct: “How are we doing on our agreements?”
- Talk privately with someone who repeatedly breaks them.
- Revisit the rules if they are not working.
Frequently Asked Questions
How many ground rules should a meeting have?
Three to seven. More than that and people will not remember them.
Should ground rules be written down?
Yes. Post them on a flip chart, slide, or shared document where everyone can see them.
Do ground rules work online?
Yes, and they matter more online, where participation habits like muting, chatting, and multitasking vary widely.
Related guides: workshop roles, check-in and check-out questions, and InnovationTraining.org’s guide on how to facilitate a workshop.
