AUGUT/EPTEMBER 1999 INIDE Toos For choostm A bi-monthy pubication supporting student and staff earning through schoo improvement Liian aways arrives ate and thinks nothing of chatting with her seatmate whie someone ese is trying to make a point. Arthur routiney reads a newspaper during each meeting. Barbara can t wait unti each meeting ends so she can head to the parking ot to te someone what she coud have said during the meeting. Later, most of them grumbe that these meetings are just a waste of my time. We never get anything accompished. Having a set of norms or ground rues that a group foows encourages behaviors that wi hep a group do its work and discourages behaviors that interfere with a group s effectiveness. Think of norms as a behavior contract, said Kathryn Bumsack, an educationa consutant from Maryand who speciaizes in team deveopment. Norms are the unwritten rues for how we act and what we do. They are the rues that govern how we interact with each other, how we conduct business, how we make decisions, how we communicate, even how we dress when we get together. Norms are part of the cuture. They exist whether or not you acknowedge them. They exist whether or not you formaize them, Bumsack said. Pat Roy, director of the Deaware Professiona Deveopment Center, said identifying a set of norms is an effective way to democratize a group. Writing norms heps create groups that are abe to have NATIONAL TAFF DEVELOPMENT COUNCIL www.nsdc.org By Joan Richardson 3-4 Deveoping norms 5-6 Norms of the NDC board and staff 7 Resources 8 Ask Dr. Deveoper Norms put the Goden Rue into practice for groups honest discussions that enabe everyone to participate and be heard, she said. WHO NEED NORM? Any group that meets reguary or that is trying to do business needs to identify its existing norms or deveop new norms. In schoo districts, that woud incude department groups, grade eve teams, interdiscipinary teams, content area teams, schoo improvement teams, action teams, curricuum committees, eadership teams, advisory committees, and specia project groups. Athough a group can pause and set norms at any time, Bumsack and Roy agree that it s idea to set norms at the beginning of a group s work together. If you don t set norms at the beginning, when the behaviors become ineffective you have a harder time puing behavior back to where it shoud be, Roy said. Because every group has unspoken norms for behavior, groups need to work at being expicit about what they expect from each other. Get those assumptions out on the tabe, Bumsack said. NormsContinued on Page 2 CREATING NORM ome groups woud prefer to have a set of norms handed to them. But Roy and Bumsack both said groups wi fee more ownership of the norms
Toos For choos NATIONAL TAFF DEVELOPMENT COUNCIL Norms put Goden Rue into practice Continued from Page One if they identify and write their own. If they don t do this, 10 minutes after you ve handed them a ist, they begin vioating the norms because they aren t their norms, Roy said. There are two distinct ways to write norms. The first is by observing and writing down the norms that aready are in use. That s how the NDC Board of Trustees estabished the set of norms it has used for about eight years. The NDC board meets for two days twice a year, each time with a engthy agenda of materia that must be addressed. The norms (which are pubished on Page 5) grew out of a board discussion about how it operated and how it wanted to operate. Pat Roy, who was then a board member, was tapped to observe the board s impicit norms during one meeting and draft a set of norms. Essentiay, I wrote down what I saw in operation, Roy said. Roy s first draft was edited and refined by staff and other board members. That set of initia norms has been argey unchanged over the years. The second way is to have group members suggest idea behaviors for groups, eventuay refining those suggested behaviors into a set of norms. (ee the too on Page 3.) Bumsack cautions that norms must fit the group. Not every group woud fee comfortabe with the same set of rues, which is why each group must create its own rues, she said. For exampe, she recenty worked with a group that was very chatty, very extroverted. Initiay, the group wanted a norm that banned side conversations. Two days into their work, the group was frustrated because Bumsack, as the faciitator, kept trying to enforce the norm against side conversations. Finay, the group agreed to August/eptember 1999 modify the norm to fit its unique personaity. Their new norm was: If you need to make a comment, do so but return quicky to the main conversation. PUBLICIZING THE NORM impy writing norms does not guarantee that the group wi remember and respect them. Groups need to continuay remind themseves about the norms they ve identified. At a minimum, the norms shoud be posted in the group s meeting room, Roy said. Post them and ceebrate them, she said. Bumsack recommends creating tented name cards for each group member. On the side facing out, write the group member s name; on the side facing the member, print the group s norms. The NDC board receives a ist of its norms aong with materias for each of its twice-a-year board meetings. Then, at the beginning of each meeting, the president reintroduces the norms to reacquaint board members with them. ince new board members join each year, this aso heps to accuturate newcomers with the board s expectations. ometimes, the board uses activities to aid in that. During one meeting, for exampe, each board member was asked to iustrate one norm and the others tried to identify the norms based on those iustrations. Those iustrations were then taped to the meeting room s was as visua reminders to be vigiant about the norms. Another time, board members were asked to write down as many board norms as they coud reca from memory. ENFORCING THE NORM Perhaps the toughest part of iving with norms is having the norms enforced. The reaity is that every group wi vioate every norm at one time or another. o you have to tak about vioations and PAGE 2 how you dea with them, Roy said. Bumsack agrees. If you don t ca attention to the fact that a norm has been vioated, in effect you re creating a second set of norms. For exampe, a common norm is expecting everyone to be on time. If you don t point out when someone vioates that norm, then, in effect, you re saying that it s reay not important to be on time, Bumsack said. After a group identifies its norms, they suggest asking how they woud ike to be notified that they have vioated a norm. Roy recommends finding ight, humorous ways to point out vioations. One group she worked with kept a basket of foam rubber bas in the midde of the tabe. Vioation of a norm meant being peted with foam rubber bas. Other groups have used sma coored cards, fags, or hankies that coud be waved when a vioation was noted. Having a group members take responsibiity for enforcing the norm is key, Bumsack said. Enforcing the norms shoud not be just the job of the group s eader. EVALUATING THE NORM Finay, each group needs to periodicay evauate its adherence to the norms. A group that meets once or twice a year might evauate each time they meet; a group that meets weeky might evauate once a month or so. Bumsack recommends giving each group member an opportunity to speak about what he or she has observed or take each statement and ask group members how we did we do on this norm? Each member shoud be encouraged to identify the group s areas of strength as we as its areas of weakness, but not to singe out vioators. The more up front you are about how the group is doing, the easier it wi be to communicate about the other issues you re deaing with, Bumsack said.
NATIONAL TAFF DEVELOPMENT COUNCIL Toos For choos Deveoping norms COMMENT TO THE FACILITATOR: This activity wi enabe a group to deveop a set of operating norms or ground rues. In existing groups, anonymity wi hep ensure that everyone is abe to express their ideas freey. That is the reason for suggesting that the faciitator provide pens or pencis and ask that everyone use the same type of writing impement. UPPLIE: Index cards, pens/pencis, poster paper, dispay board, tape, tacks. TIME: Two hours. Directions 1. Indicate to the group that effective groups generay have a set of norms that governs individua behavior, faciitates the work of the group, and enabes the group to accompish its task. 2. Provide exampes of norms by posting the ist of norms that appears on Page 5 of this issue of Toos for choos. 3. Recommend to the group that it estabish a set of norms: n To ensure that a individuas have the opportunity to contribute in the meeting; n To increase productivity and effectiveness; and n To faciitate the achievement of its goas. 4. Give five index cards and the same kind of writing too to each person in the group. Writing norms heps create groups that are abe to have honest discussions that enabe everyone to participate and be heard. 5. Ask each person to refect on and record behaviors they consider idea behaviors for a group. Ask them to write one idea on each of their cards. Time: 10 minutes. 6. The faciitator shoud shuffe a the cards together. Every effort shoud be made to provide anonymity for individuas, especiay if the group has worked together before. 7. Turn cards face up and read each card aoud. Aow time for the group members to discuss each idea. Tape or tack each card to a dispay board so that a group members can see it. As each subsequent card is read aoud, ask the group to determine if it is simiar to another idea that aready has been expressed. Cards with simiar ideas shoud be grouped together. 8. When a of the cards have been sorted into groups, ask the group to write the norm suggested by that group of cards. Have one group member record these new norms onto a arge sheet of paper. 9. Review the proposed norms with the group. Determine whether the group can support the norms before the group adopts them. ource: Adapted from Toos for change workshops by Robby Champion. Oxford, Ohio: Nationa taff Deveopment Counci, 1993. August/eptember 1999 PAGE 3
Toos For choos NATIONAL TAFF DEVELOPMENT COUNCIL Deveoping norms WHEN ETABLIHING NORM, CONIDER: PROPOED NORM TIME When do we meet? Wi we set a beginning and ending time? Wi we start and end on time? LITENING How wi we encourage istening? How wi we discourage interrupting? CONFIDENTIALITY Wi the meetings be open? Wi what we say in the meeting be hed in confidence? What can be said after the meeting? DECIION MAKING How wi we make decisions? Are we an advisory or a decision-making body? Wi we reach decisions by consensus? How wi we dea with conficts? PARTICIPATION How wi we encourage everyone s participation? Wi we have an attendance poicy? EXPECTATION What do we expect from members? Are there requirements for participation? August/eptember 1999 ource: Keys to successfu meetings by tephanie Hirsh, Ann Deehant, and herry parks. Oxford, Ohio: Nationa taff Deveopment Counci, 1994. PAGE 4
NATIONAL TAFF DEVELOPMENT COUNCIL Toos For choos Norms of the NDC Board of Trustees and taff WE WILL WORK TOGETHER as a community that vaues consensus rather than majority rue. WE WILL BE FULLY PREENT at the meeting by becoming famiiar with materias before we arrive and by being attentive to behaviors which affect physica and menta engagement. WE WILL INVITE AND WELCOME the contributions of every member and isten to each other. WE WILL BE INVOLVED to our individua eve of comfort. Each of us is responsibe for airing disagreements during the meeting rather than carrying those disagreements outside the board meeting. WE WILL OPERATE in a coegia and friendy atmosphere. WE WILL UE HUMOR as appropriate to hep us work better together. WE WILL KEEP CONFIDENTIAL our discussions, comments, and deiberations. WE WILL BE REPONIBLE for examining a points of view before a consensus is accepted. WE WILL BE GUIDED BY the NDC mission statement which focuses on organization and professiona deveopment which enhances success for a students. August/eptember 1999 PAGE 5
Toos For choos NATIONAL TAFF DEVELOPMENT COUNCIL Norms Norms within which for meetings we agree to work tart on time. Deveop and review the agenda. Conduct one piece of business at a time. Participation is a right and a responsibiity. Initiate ideas. upport chaenge counter. Differences resoved constructivey ead to creative probem soving. Give others a chance to tak. ience does not aways mean agreement. Communicate authenticay; what a person says shoud refect what he thinks as we as what he fees. Conduct group business in front of the group. Conduct persona business outside of the meeting. Deveop conditions of respect, acceptance, trust, and caring. Deveop aternative approaches to the soution of a probem. Test for readiness to make decisions. Make the decision. Assign foow-up actions and responsibiities. ummarize what has been accompished. End on time. WE WILL: Expect a eadership team member to make a commitment for one year. Meet ony when there is a meaningfu agenda. tart and end on time. Dress comfortaby. Have refreshments. Have a different faciitator and recorder for each meeting. Keep meetings open. Differentiate between brainstorming and discussion. Ony address schoowide issues. Express disagreement with ideas, not individuas. Fee responsibe to express differing opinions within the meeting. Maintain confidentiaity regarding disagreements expressed during the meeting. Reach decisions by consensus. ource: Hamiton Park Pacesetter choo, Richardson Independent choo District, Daas, Texas. ource: Buiding systems for professiona growth: An action guide, by the Regiona Laboratory for Educationa Improvement of the Northeast and Isands, 1989. Reprinted from Keys to successfu meetings by tephanie Hirsh, Ann Deehant, and herry parks. Oxford, Ohio: Nationa taff Deveopment Counci, 1994. August/eptember 1999 PAGE 6
Learning about NATIONAL TAFF DEVELOPMENT COUNCIL deveoping norms N How to Make Meetings Work by Michae Doye and David traus. New York: Jove Books, 1982. Describes how to stop wasting time and make meetings more effective. IBN 0-515- 09048-4. Check your oca bookstore or ibrary for a copy. N Joining Together: Group Theory and kis (6th edition) by David Johnson and Frank Johnson. Needham, MA: Ayn & Bacon, 1996. Expores trust, eadership, and group deveopment theory, incuding deveopment of norms and why they are needed. Provides activities and simuations. IBN 0-2205-19750-7. Check your oca bookstore or ibrary for a copy. N Keys to uccessfu Meetings by tephanie Hirsh, Ann Deehant, and herry parks. Oxford, Ohio: NDC, 1994. A manua that provides the knowedge, skis, and processes necessary to conduct team meetings. Incudes more than 70 guide sheets for immediate reproduction and use in meetings. NDC stock # B39. Price: $80, non-members; $64, members. To order, phone (513) 523-6029 or visit the NDC Web site at www.nsdc.org. N kied Faciitator by Roger chwarz. an Francisco, Caif.: Jossey-Bass, 1994. Practica guide for eading groups effectivey, incuding many suggestions about deveoping norms. IBN 1-55542-638-7. Price: $30.95. To order, phone (415) 433-1740. N Team Buiding Tookit by Deborah Harrington-Mackin. New York: American Management Assn., 1994. pes out guideines for turning a diverse group of empoyees into an effective team. Offers hepfu ists of tips and tactics for team members and group eaders. IBN 0-8144-7826-3. Price: $ 17.95. Phone (212) 586-8100. N Toos for Change Workshops by Robby Champion. Oxford, Ohio: Nationa taff Deveopment Counci, 1993. Eighteen workshop modues hep groups earn more about the four phases of organizationa change. Incudes ready-to-use structured exercises, case studies, instruments, transparencies, and handouts. Incudes discusson about deveopment of norms. NDC stock # B27. Price: $150, nonmembers; $120, members. To order, phone (513) 523-6029 or visit the NDC Web site at www.nsdc.org. PAGE 7 Toos For choos Toos For choos is pubished five times a year by the Nationa taff Deveopment Counci. MAIN BUINE OFFICE P.O. Box 240, Oxford, Ohio 45056 (513) 523-6029 (800) 727-7288 (513) 523-0638 (fax) E-mai: NDCoffice@ao.com Web site: www.nsdc.org Editor: Joan Richardson Designer: usan M. Chevaier NDC TAFF Executive director Dennis parks (parksndc@ao.com) Associate executive director tephanie Hirsh (NDCHirsh@ao.com) Director of pubications Joan Richardson (NDCJoan@ao.com) Director of programs Mike Murphy (NDCMurphy@ao.com) Director of specia projects Joeen Kiion (NDCKiio@ao.com) Business manager hirey Havens (NDCHavens@ao.com) BOARD OF TRUTEE Kathryn Harwe-Kee, president (2000) Kathryn Bumsack (1999) Bobb Darne ( 2001) Mike Ford (2002) Kay Loveace (1999) Gaye Moer (2000) Marti Richardson (2001) Caroe chmidt (2000) Rosie O Brien Vojtek ( 2001) For compete contact information for a staff and board members, visit our web site at www.nsdc.org or see any issue of the Journa of taff Deveopment. COPYING/REPRINT POLICY NDC members have permission to make up to 20 copies of individua artices which appear in Toos For choos provided that each copy incudes a fu citation of the source. If you wish to copy more than that or if you want permission to reprint an artice from any NDC pubication, pease fax your request on your organization s etterhead to Joan Richardson at (313) 824-5062. Pease aow two weeks for a response. UBCRIPTION ubscriptions to this pubication are incuded in NDC membership but additiona copies may be ordered at the foowing rates. 1-25 copies: $2.50 each, non-members; $2 each, members. 26-49 copies: $1.75 each, non-members; $1.40 each, members. 50-100 copies: $1.50 each, non-members; $1.25 each, members. 100+ copies: $1.25 each, non-members; $1each, members. To order, contact NDC s main business office. August/eptember 1999
Ask Dr. Deveoper Dr. Deveoper has a the answers to questions that staff deveopers ask. (At east he thinks he does!) Toos For choos NATIONAL TAFF DEVELOPMENT COUNCIL QI think spending hours to deveop norms is a waste of time. Everyone attending these meetings is an adut. Aduts know how to behave and participate in meetings. We just want to get to work when we get into one of these meetings. We don t want to sit around and tak about how we re going to do that work. AI wonder if everyone attending these meetings agrees that everyone knows how to behave. Whenever I ve asked groups if they need to deveop norms, I usuay hear from at east two or three persons who ike the idea. I ve discovered that these individuas often haven t been abe to fuy participate in meetings. Often, they beieve that one or two individuas dominate the discussion, resuting in decisions that they can t support. Answering these questions may hep you decide whether your group needs to spend time deveoping norms: n Does every member join in your group s discussions? n Does each member isten as the others speak? A simpe test can be reveaing n Does any singe member dominate the discussions? n Do a members arrive on time and stay for the entire meeting? n Is everyone prepared to do their work when they arrive? n Does each member of the group beieve his or her time at the meeting has been we spent? One way to test whether everyone agrees on the norms that guide your meetings is to ask the members of your group. Distribute index cards and, on each card, ask each member to write one norm that they beieve governs the group s behavior. Post those responses so that a members can see the responses. If you find that the group identifies the same norms and wants to continue those norms, then you merey need to assembe them into a ist that can be easiy shared with your group. On the other hand, if your group is not in agreement on the norms, you sti have work to do. Utimatey, a members of the group shoud have a voice in deciding whether the group needs to spe out norms and then in working to identify what they shoud be. Toos may be copied and used in workshops. Artices may be reprinted with appropriate credit. NATIONAL TAFF DEVELOPMENT COUNCIL Member ervices PO Box 240 Oxford, Ohio 45056 Membership info: (800) 727-7288 NON-PROFIT U.. Postage PAID Permit No. 79 Wheeersburg, OH 45694