Handbook For Basic Process Improvement Page 18
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40Handbook for Basic Process Improvement
Team Ground Rules
No process improvement team should go beyond Step 2 without developing a clear-cut set
of ground rules for the operation of the team. The ground rules act as a code of conduct
for team members and provide a basic structure for conducting effective meetings. Some
areas in which ground rules should be established are:
Attendance
Expectation of regular attendance at meetings, acceptable reasons for
missing meetings, whether to allow alternates to attend when members
must be absent, number of members required to conduct business.
Promptness Starting and ending time for meetings.
Preparation
Expectation that team members will complete assignments in advance
and come prepared for each meeting.
Participation
Active listening, suspending personal beliefs, and free communication by
all members.
Courtesy
One person talks at a time; no interruptions or side conversations; no
personal attacks; all members treated as partners, not adversaries.
Assignments
Methods for making and tracking assignments and selecting the recorder.
Decisions
Decision-making procedures—consensus or open or closed majority vote.
Focus
Things to do to stay focused on the future, not rooted in the past.
Guidelines for Effective Team Meetings
The Improvement Team Meeting Record on page 17 is provided to help teams follow the
guidelines for conducting effective meetings that are outlined below.
Follow the meeting ground rules.
Use an agenda. (See the agenda example at the top of the next page.)
List the items to be discussed in as much detail as space permits.
State time available for each item.
Name who is responsible for each item.
Publish the agenda in advance.
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