Test your basic knowledge |

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. Determine Roles People Play
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'.
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
Contributes specialized knowledge
Leader - Facilitator - Scribe - Contributor - Expert

2. Scribe
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
Drafts meeting minutes
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment

3. Plan the Place

4. Contributor
Email notification and reminder
Responsible for follow-up
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
Offers ideas and information

5. Create a follow-up memo/minutes
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
Exercising influence
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting

6. Meetings are important settings for...
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
Email notification and reminder
Creating and aligning visions - goals - roles - proposals
Contributes specialized knowledge

7. Steps in preparing for a meeting
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
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
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own

8. Meetings are valuable when they...
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'.
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress

9. Clarify Decisions Rights
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input
Ambiguity fosters frustration - conflict - withdrawl - poor performance

10. Create a Plan (agenda): Also send...
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Leader - Facilitator - Scribe - Contributor - Expert
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input
Email notification and reminder

11. Clarify Meeting Processes

12. Meetings are destructive when...
Ambiguity fosters frustration - conflict - withdrawl - poor performance
Offers ideas and information
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
What needs to be done - by whom - and by when

13. Leader
Guides group processes
Drafts meeting minutes
Email notification and reminder
Responsible for follow-up

14. Assign Responsibility for Progress at the end of the meeting
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input
Offers ideas and information
Summarize key points and decisions - Clarify action items
Responsible for follow-up

15. Develop an action and communication plan
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
Summarize key points and decisions - Clarify action items
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

16. When BAD things happen to good meetings
Email notification and reminder
Contributes specialized knowledge
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

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

18. Call a meeting when you...
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment
What needs to be done - by whom - and by when
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
Drafts meeting minutes
Contributes specialized knowledge
Exercising influence
You don't have time to prepare - A phone call or email work as well - The issue has already been decided

20. Facilitator
Contributes specialized knowledge
Ambiguity fosters frustration - conflict - withdrawl - poor performance
Guides group processes
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own

21. Meetings are a context for...
Creating and aligning visions - goals - roles - proposals
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
Exercising influence

22. Determine People to Invite: Key considerations: are...
Creating and aligning visions - goals - roles - proposals
Email notification and reminder
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
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'.

23. Create a Plan (agenda) - An outline of the meeting includes...
Creating and aligning visions - goals - roles - proposals
Purpose and objectives of the meeting - Topics for discussion - Discussion leader for each topic - Time allotment for each topic - Necessary atendee preparations
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress
Leader - Facilitator - Scribe - Contributor - Expert