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Meeting Management

Instructions:

Answer 23 questions in 15 minutes.
If you are not ready to take this test, you can study here.
Match each statement with the correct term.
Don't refresh. All questions and answers are randomly picked and ordered every time you load a test.

This is a study tool. The 3 wrong answers for each question are randomly chosen from answers to other questions. So, you might find at times the answers obvious, but you will see it re-enforces your understanding as you take the test each time.

1. Create a Plan (agenda) - An outline of the meeting includes...
Email notification and reminder
Purpose and objectives of the meeting - Topics for discussion - Discussion leader for each topic - Time allotment for each topic - Necessary atendee preparations
You don't have time to prepare - A phone call or email work as well - The issue has already been decided
Guides group processes

2. Meetings are destructive when...
Begin on time - Allow time for introductions - Hold a brief introductory discussion - Clarify agenda - objectives and outcomes - Est. ground rules - Follow the agenda - Encourage participation - 'substantive conflict' - 'roundrobin process'.
People are late or leave early - People dominate the discussion - The group gets stuck - The group falls silent or is distracted - Participants are avoiding key issues - The group keeps repeating itself - Conflicts arise
Ambiguity fosters frustration - conflict - withdrawl - poor performance
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress

3. It's better not to hold a meeting if...

4. Clarify Meeting Processes

5. Clarify Decisions Rights
Email notification and reminder
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input
Exercising influence
You don't have time to prepare - A phone call or email work as well - The issue has already been decided

6. Facilitator
Purpose and objectives of the meeting - Topics for discussion - Discussion leader for each topic - Time allotment for each topic - Necessary atendee preparations
Guides group processes
Creating and aligning visions - goals - roles - proposals
Exercising influence

7. Steps in preparing for a meeting
You don't have time to prepare - A phone call or email work as well - The issue has already been decided
Exercising influence
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress

8. When BAD things happen to good meetings
Contributes specialized knowledge
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress
People are late or leave early - People dominate the discussion - The group gets stuck - The group falls silent or is distracted - Participants are avoiding key issues - The group keeps repeating itself - Conflicts arise

9. Create a Plan (agenda): Also send...
Email notification and reminder
Purpose and objectives of the meeting - Topics for discussion - Discussion leader for each topic - Time allotment for each topic - Necessary atendee preparations
Exercising influence
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need

10. Scribe
You don't have time to prepare - A phone call or email work as well - The issue has already been decided
Summarize key points and decisions - Clarify action items
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input
Drafts meeting minutes

11. Call a meeting when you...
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Creating and aligning visions - goals - roles - proposals
People are late or leave early - People dominate the discussion - The group gets stuck - The group falls silent or is distracted - Participants are avoiding key issues - The group keeps repeating itself - Conflicts arise

12. Determine People to Invite: Key considerations: are...
Begin on time - Allow time for introductions - Hold a brief introductory discussion - Clarify agenda - objectives and outcomes - Est. ground rules - Follow the agenda - Encourage participation - 'substantive conflict' - 'roundrobin process'.
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
Purpose and objectives of the meeting - Topics for discussion - Discussion leader for each topic - Time allotment for each topic - Necessary atendee preparations
Responsible for follow-up

13. Develop an action and communication plan
Exercising influence
What needs to be done - by whom - and by when
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment
Offers ideas and information

14. Meetings are a context for...
Guides group processes
Exercising influence
Drafts meeting minutes
Creating and aligning visions - goals - roles - proposals

15. Leader
Responsible for follow-up
Purpose and objectives of the meeting - Topics for discussion - Discussion leader for each topic - Time allotment for each topic - Necessary atendee preparations
Begin on time - Allow time for introductions - Hold a brief introductory discussion - Clarify agenda - objectives and outcomes - Est. ground rules - Follow the agenda - Encourage participation - 'substantive conflict' - 'roundrobin process'.
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input

16. Determine Roles People Play
Leader - Facilitator - Scribe - Contributor - Expert
Guides group processes
You don't have time to prepare - A phone call or email work as well - The issue has already been decided
Creating and aligning visions - goals - roles - proposals

17. Assign Responsibility for Progress at the end of the meeting
Summarize key points and decisions - Clarify action items
Ambiguity fosters frustration - conflict - withdrawl - poor performance
Guides group processes
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment

18. Meetings are important settings for...
You don't have time to prepare - A phone call or email work as well - The issue has already been decided
Creating and aligning visions - goals - roles - proposals
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input

19. Expert
People are late or leave early - People dominate the discussion - The group gets stuck - The group falls silent or is distracted - Participants are avoiding key issues - The group keeps repeating itself - Conflicts arise
Exercising influence
Drafts meeting minutes
Contributes specialized knowledge

20. Create a follow-up memo/minutes
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Summarize key points and decisions - Clarify action items
Begin on time - Allow time for introductions - Hold a brief introductory discussion - Clarify agenda - objectives and outcomes - Est. ground rules - Follow the agenda - Encourage participation - 'substantive conflict' - 'roundrobin process'.
People are late or leave early - People dominate the discussion - The group gets stuck - The group falls silent or is distracted - Participants are avoiding key issues - The group keeps repeating itself - Conflicts arise

21. Plan the Place

22. Contributor
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
Contributes specialized knowledge
Offers ideas and information

23. Meetings are valuable when they...
Purpose and objectives of the meeting - Topics for discussion - Discussion leader for each topic - Time allotment for each topic - Necessary atendee preparations
Email notification and reminder
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting