Online Contract

Choose this exercise

Purpose: Establish mutually agreed operational ground rules and working roles for a collaborative group.

Use it when: Use at the launch of a new remote, hybrid, or in-person team, committee, or cohort before starting collaborative work.

Skip it when: Skip for one-off informational webinars or short training sessions where participants do not produce shared work or meet again.

Group arrangement: Whole group working together for 4 to 6 people; 2 to 4 breakout groups of 3 to 6 people for larger cohorts.

Timing: UWT allocation of 25 minutes expands on the source 5 to 15 minute band to ensure realistic drafting, structured whole-room objection resolution, and role confirmation.

Materials and tools

• Shared digital document or virtual whiteboard template
• Printed Team Operating Contract templates for in-person groups
• Pens and scrap paper for in-person drafting
• Countdown timer

Before participants arrive

1. Prepare the master collaborative document or whiteboard with the four contract sections: Communication Rules, Conflict and Absences, Decision Making, and Group Roles.
2. Determine subgroup layout based on attendance: 4 to 6 people work as a single room on all sections; 7 to 11 people form 2 groups (Group 1 tackles sections 1 and 2, Group 2 tackles sections 3 and 4); 12 to 17 people form 3 groups (Groups 1 and 2 draft sections 1 and 2 respectively, while Group 3 drafts sections 3 and 4); 18 to 24 people form 4 groups (each group tackles one section).

Say this to open

Today we will establish our team operating contract before starting collaborative work. We need clear agreements on communication, conflicts, decision making, and meeting roles. Each subgroup will focus on assigned sections in our template. You will have six minutes to draft two concrete guidelines for policy sections, or propose how meeting roles should rotate. Then we will review the agreements and ratify them together.

How to run it

1. Introduce contract sections 3 minutes

   Display the contract template. Explain that rules must define concrete behaviors rather than broad intentions. For example, write 'mute microphones when not speaking and send agendas 24 hours in advance' instead of 'be respectful.' Assign specific template sections to subgroups based on the planned layout, or keep the room together if under 7 people. Remind groups to assign a scribe to log their items.

2. Draft section agreements 6 minutes

   Small groups draft two specific agreements for each assigned section directly in the shared document or printed worksheet. For Group Roles, they propose rotation schedules or candidate names. Participants may contribute by speaking, typing into chat, or writing directly into the document. Give a one-minute warning before calling time.

3. Review and ratify agreements 13 minutes

   Reconvene as a whole group and display the consolidated document. Read through each drafted rule section by section. Check for blocking objections rather than minor stylistic preferences. Cap any objection discussion at two minutes: if unresolved, defer the contentious clause to a follow-up item and keep the undisputed baseline. Run a quick thumbs-up check to ratify each section.

4. Confirm roles and initial 3 minutes

   Confirm volunteers or confirm a rotating roster for Facilitator, Scribe, and Timekeeper. Ask all participants to add their name or initials to the sign-off block in the document or on paper to indicate assent. Announce where the finalized contract will be stored for future reference.

Debrief questions

• Which single agreement will require the most intentional discipline from our group?
• How should a teammate raise a concern if someone departs from this contract?
• At what milestone should we re-open this contract to update it?

Finished output: A completed team operating contract with ratified guidelines on communication, conflict, decision making, and confirmed meeting roles.

Remote

Use a video platform with breakout rooms. Provide a direct link to the cloud document or digital whiteboard. Subgroups type their drafted items into pre-labeled blocks. The facilitator screen-shares the combined document during ratification, using video thumbs or digital reactions to record approval.

Hybrid

Pair in-person clusters with an in-room screen and assign remote members to designated digital breakout rooms or unified tables via individual devices. All participants contribute directly to the same cloud document. During whole-room ratification, alternate between room comments and online chat inputs.

Access and participation choices

• Participants can contribute by voice, video platform chat, or direct text entry into the shared workspace.
• Any participant may pass on holding an ongoing administrative or facilitation role without giving a reason.
• Webcam usage is optional during breakout drafting and main-room ratification.

If the session gets stuck

A subgroup submits vague sentiments like 'be positive' rather than observable practices.

Prompt them to define the practical action, such as 'post constructive feedback using the group review template within 48 hours.'

No one volunteers for ongoing operational roles like scribe or timekeeper.

Establish a fixed rotating schedule based on alphabetical order by first name or meeting date.

Terms used here

• Scribe: The participant designated to record agreed actions and take official notes during meetings.
• Ratify: To formally approve and adopt proposed rules as collective agreements.