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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. Assign Responsibility for Progress at the end of the meeting
Summarize key points and decisions - Clarify action items
Guides group processes
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'.
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input

2. Determine Roles People Play
Email notification and reminder
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
Leader - Facilitator - Scribe - Contributor - Expert
Ambiguity fosters frustration - conflict - withdrawl - poor performance

3. Meetings are a context for...
Responsible for follow-up
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'.
Exercising influence
Email notification and reminder

4. Clarify Decisions Rights
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
Responsible for follow-up

5. Leader
Guides group processes
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'.
Responsible for follow-up
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress

6. Meetings are destructive when...
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
Exercising influence
Ambiguity fosters frustration - conflict - withdrawl - poor performance

7. Plan the Place

8. Meetings are important settings for...
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Ambiguity fosters frustration - conflict - withdrawl - poor performance
Creating and aligning visions - goals - roles - proposals
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need

9. Create a follow-up memo/minutes
What needs to be done - by whom - and by when
Ambiguity fosters frustration - conflict - withdrawl - poor performance
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input

10. Develop an action and communication plan
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input
What needs to be done - by whom - and by 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'.
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting

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

12. Meetings are valuable when they...
Offers ideas and information
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
Contributes specialized knowledge
Exercising influence

13. Create a Plan (agenda): Also send...
Email notification and reminder
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own

14. Call a meeting when you...
Summarize key points and decisions - Clarify action items
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment

15. Steps in preparing for a meeting
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress
Offers ideas and information
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input

16. Clarify Meeting Processes

17. Scribe
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
Leader - Facilitator - Scribe - Contributor - Expert
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
Drafts meeting minutes

18. Create a Plan (agenda) - An outline of the meeting includes...
Offers ideas and information
Purpose and objectives of the meeting - Topics for discussion - Discussion leader for each topic - Time allotment for each topic - Necessary atendee preparations
What needs to be done - by whom - and by 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'.

19. Expert
Contributes specialized knowledge
Responsible for follow-up
Creating and aligning visions - goals - roles - proposals
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input

20. Contributor
Offers ideas and information
Email notification and reminder
Responsible for follow-up
Guides group processes

21. Determine People to Invite: Key considerations: are...
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
What needs to be done - by whom - and by when
Offers ideas and information
You don't have time to prepare - A phone call or email work as well - The issue has already been decided

22. When BAD things happen to good meetings
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input
Ambiguity fosters frustration - conflict - withdrawl - poor performance
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
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment

23. Facilitator
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
Guides group processes
Responsible for follow-up