Communities thrive on shared understanding. They need more than just tools and enthusiasm—they need structure. In any space where people gather to collaborate, debate, learn, or create, there will be tension, ambiguity, and difference. That’s where community participation guidelines come in.
These aren’t just rules for rules’ sake. They are a set of clearly articulated principles that govern how members interact, contribute, and hold each other accountable. When done well, they create a culture of trust, respect, and safety—without stifling voice or personality.
They answer questions that members often don’t ask out loud:
What’s expected of me here?
What’s welcome, and what’s not?
What happens if something goes wrong?
Strong participation guidelines don’t restrict—they empower.
Why participation guidelines matter
1. They create clarity in diverse spaces
In any community, members bring different cultural norms, communication styles, and assumptions. Guidelines act as a shared contract that says: here’s how we do things here. That clarity reduces friction, prevents misunderstandings, and makes participation easier for everyone—especially for those who are new, underrepresented, or unsure.
2. They protect community health
Without guardrails, even well-intentioned communities can suffer from:
Dominating voices
Harassment or microaggressions
Burnout among moderators
Erosion of safety and trust
Participation guidelines give moderators a framework to act and members a sense of security.
3. They reflect the community’s values
Every community has a culture, whether it’s written down or not. Guidelines make that culture explicit. They surface what matters most—whether it’s curiosity, rigour, compassion, honesty, or humour—and shape how those values are practised.
They say: “This is who we are, and this is what we protect.”
What makes a good set of participation guidelines?
1. Clarity and simplicity
Use plain language. Avoid legal jargon or vague terms like “be respectful” without defining what that looks like in context. Members should be able to skim and understand quickly what’s expected.
Break the document into digestible parts:
What’s encouraged
What’s discouraged
What’s not allowed
2. Actionability
Good guidelines are specific enough to guide behaviour. Instead of saying “don’t be toxic,” say:
No personal attacks, slurs, or name-calling
Critique ideas, not people
Don’t spam or flood threads
The more concrete the examples, the more useful the document becomes in daily practice.
3. Alignment with purpose
Your guidelines should reflect the type of community you are building. A professional knowledge-sharing forum might prioritise rigour and source attribution. A peer support space might emphasise empathy and non-judgement.
Don’t copy-paste a generic set—design your own with intention.
4. Consistency with moderation
Guidelines must be enforceable. That means:
Your moderation team understands and applies them fairly
Processes for reporting or responding to violations are clear
Outcomes (e.g. warnings, removals) are outlined
Transparency is key. Members should know what to expect if things go wrong—not just in theory, but in action.
5. Inclusion and accessibility
Participation guidelines are most powerful when they serve everyone, including:
Newcomers
Non-native speakers
Neurodiverse members
Marginalised voices
Use inclusive language. Provide translations where needed. Avoid assumptions about technical proficiency, cultural norms, or prior experience.
Core components to include
Here’s a basic structure to build from:
1. Introduction or community mission
A short paragraph about what the community is for and what kind of environment you're trying to create. This sets the tone and context for everything that follows.
2. What to do (positive behaviours)
Encourage and model actions like:
Sharing knowledge generously
Asking thoughtful questions
Giving credit
Offering constructive feedback
Supporting others’ contributions
Framing behaviours positively encourages adoption and reinforces the kind of culture you want.
3. What to avoid (discouraged behaviours)
Clarify what’s not welcome, even if it’s not malicious. Examples might include:
Derailing threads
Passive-aggressive tone
Overposting without listening
Low-effort content
These are often the grey areas that cause harm slowly. Naming them helps prevent escalation.
4. What’s prohibited (violations)
This is the firm line. It might include:
Hate speech or discriminatory language
Harassment or bullying
Threats or doxxing
Spam, scams, or off-topic promotion
Be specific, and make it clear that these behaviours will trigger action.
5. Reporting and enforcement
Describe how members can report issues and what happens next. Consider including:
Contact info or reporting form
Anonymous options
Outline of review process and typical consequences
Trust in the system depends on visibility. Don't leave moderation in a black box.
6. Versioning and updates
Communities evolve. Let members know:
When the guidelines were last updated
How often you review them
How members can propose changes
This makes your guidelines a living document, not a static decree.
Examples and formats
Great community guidelines are everywhere. Some formats to explore:
Shortform "Community Agreements" in events or online sessions
Longform policies hosted on websites or community wikis
Interactive walkthroughs during onboarding
Visual summaries or code-of-conduct posters
Regardless of format, what matters is how frequently and clearly they’re reinforced.
Final thoughts
Participation guidelines aren’t the foundation of community. They’re the frame—the structure that lets relationships grow without chaos, that protects without controlling, and that enables freedom through shared understanding.
The best ones aren’t just rules—they’re invitations. They show your members what kind of space they’re stepping into and how they can help shape it.
FAQs: Guidelines for community participation
How do you write effective community participation guidelines?
Effective guidelines are:
Clear: Use plain, accessible language
Actionable: Provide specific behaviours to follow or avoid
Aligned: Reflect the goals, tone, and values of the community
Enforceable: Can be upheld consistently by moderators
Inclusive: Consider diverse member backgrounds and needs
Avoid vague rules like “be nice.” Instead, describe what “nice” looks like in context—such as “critique ideas, not people” or “assume good intent, but clarify confusion.”
How often should community guidelines be updated?
Community guidelines should be reviewed and revised regularly, ideally every 6–12 months. They may also need updates after:
Major platform changes
Shifts in community size or purpose
New types of members joining
Significant incidents or conflicts
Treat guidelines as a living document, with transparency about versioning and change history.
What’s the difference between community guidelines and a code of conduct?
While the terms are sometimes used interchangeably:
Community guidelines often describe expected behaviours, culture, and engagement norms
A code of conduct tends to be more formal and focused on prohibited behaviours, safety, and legal compliance
Many communities combine both into one document or host them as companion resources depending on their context.
Can community members contribute to the creation of participation guidelines?
Yes—and in many communities, they should. Involving members in the creation or refinement process:
Increases buy-in and relevance
Surfaces edge cases and diverse needs
Encourages ownership of community norms
Methods might include surveys, open comment periods, working groups, or co-writing sessions.
Where should participation guidelines be hosted or displayed?
Best practice is to make guidelines highly visible and easy to access, especially:
During onboarding
In welcome emails or pinned threads
As a link in your community navigation or FAQ
Inside event descriptions or discussion prompts
Repetition and visibility improve both adoption and accountability.
