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Meeting Management

Instructions:

Answer 23 questions in 15 minutes.
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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. Facilitator
Guides group processes
You don't have time to prepare - A phone call or email work as well - The issue has already been decided
What needs to be done - by whom - and by when
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment

2. 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
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
What needs to be done - by whom - and by when
Responsible for follow-up

3. Meetings are destructive when...
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment
Guides group processes
Ambiguity fosters frustration - conflict - withdrawl - poor performance

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
You don't have time to prepare - A phone call or email work as well - The issue has already been decided
Drafts meeting minutes
Exercising influence

5. 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
Contributes specialized knowledge
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
What needs to be done - by whom - and by when

6. Clarify Meeting Processes

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7. Leader
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'.
Summarize key points and decisions - Clarify action items
What needs to be done - by whom - and by when
Responsible for follow-up

8. Steps in preparing for a meeting
Leader - Facilitator - Scribe - Contributor - Expert
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment
Exercising influence
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress

9. Meetings are valuable when they...
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
Offers ideas and information
Contributes specialized knowledge

10. Plan the Place

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11. Scribe
Contributes specialized knowledge
Drafts meeting minutes
Creating and aligning visions - goals - roles - proposals
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input

12. Determine Roles People Play
Summarize key points and decisions - Clarify action items
Leader - Facilitator - Scribe - Contributor - Expert
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting

13. Call a meeting when you...
Creating and aligning visions - goals - roles - proposals
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
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input

14. Meetings are a context for...
Exercising influence
What needs to be done - by whom - and by when
Ambiguity fosters frustration - conflict - withdrawl - poor performance
Contributes specialized knowledge

15. Create a Plan (agenda): Also send...
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Email notification and reminder
You don't have time to prepare - A phone call or email work as well - The issue has already been decided
Guides group processes

16. 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'.
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Responsible for follow-up
Creating and aligning visions - goals - roles - proposals

17. Determine People to Invite: Key considerations: are...
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment
Purpose and objectives of the meeting - Topics for discussion - Discussion leader for each topic - Time allotment for each topic - Necessary atendee preparations
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
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need

18. When BAD things happen to good meetings
Summarize key points and decisions - Clarify action items
Ambiguity fosters frustration - conflict - withdrawl - poor performance
Contributes specialized knowledge
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

19. Create a Plan (agenda) - An outline of the meeting includes...
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress
Summarize key points and decisions - Clarify action items
Purpose and objectives of the meeting - Topics for discussion - Discussion leader for each topic - Time allotment for each topic - Necessary atendee preparations
Leader - Facilitator - Scribe - Contributor - Expert

20. Meetings are important settings for...
Contributes specialized knowledge
Exercising influence
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress
Creating and aligning visions - goals - roles - proposals

21. Contributor
Responsible for follow-up
Email notification and reminder
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

22. Assign Responsibility for Progress at the end of the meeting
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress
Summarize key points and decisions - Clarify action items
Drafts meeting minutes

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

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Can you answer 50 questions in 15 minutes?

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Meeting Management

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