MSU Extension 4-H Advisory Group Support

Different groups have different unwritten “rules” for meetings. What might be normal in one situation might not be appropriate in another. How does a group set the standards for their meetings so everyone is on the same page?

Youth are often in situations, such as classrooms, where they are expected to raise their hand in order to speak. Adults often just “jump in” to a conversation. How might that lead to different power dynamics in a youth-adult partnership?

Establishing “ground rules” can be an effective tool to clarify the expectations for a meeting. If the idea of “rules” doesn’t seem like a good fit for your group, other naming conventions might be meeting norms, shared expectations or discussion agreements.

The group facilitator can ask group participants for ideas for shared expectations and then write them down so everyone can see them. It can be helpful to state things positively, rather than as a negative. For example, “be on time” is preferred to “don’t be late.”

Here are some additional examples of positive group norms:

• Assume best intentions.
• Be on time.
• End on time.
• Read the agenda before the meeting.
• Be fully present in the meeting.
• Listen to understand before speaking.
• Agree to disagree respectfully.
• All action items must have a person responsible for them.
• Address the issue rather than the individual.

Here are some specific ideas for youth-adult partnerships:

• Adults must wait until the count of 20 before speaking (or sing the ABC song or Jeopardy theme in their head). This is because youth often have to raise their hand to speak and this gives them time to form their ideas.
• Incorporate something fun into every meeting.
• Be open to new ideas. Sometimes adults are quick to say, “We tried that before and it didn’t work,” or quickly shoot down ideas. Just because something didn’t work a decade ago doesn’t mean it won’t work today.
• Use name tents for each person.

After the ideas have been written down, ask the group for feedback on them. There might be modifications. The group can come to consensus or use parliamentary procedure to decide on the rules. For a symbolic buy-in to the shared expectations, you could have everyone sign the document as well. Posting the document during every meeting can help create a culture of accountability.

Michigan State University Extension and the Michigan 4-H Youth Development program help to prepare youth as positive and engaged leaders and global citizens by providing educational experiences and resources for youth interested in developing knowledge and skills in these areas. This article is part of the 4-H Advisory Groups Toolkit. For more information about 4-H learning opportunities and other 4-H programs, contact your local MSU Extension office.