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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. Steps in preparing for a 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
Responsible for follow-up
Contributes specialized knowledge

2. Plan the Place

3. Clarify Decisions Rights
You don't have time to prepare - A phone call or email work as well - The issue has already been decided
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need

4. Create a Plan (agenda): Also send...
Ambiguity fosters frustration - conflict - withdrawl - poor performance
Email notification and reminder
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

5. Clarify Meeting Processes

6. Expert
Purpose and objectives of the meeting - Topics for discussion - Discussion leader for each topic - Time allotment for each topic - Necessary atendee preparations
Offers ideas and information
Contributes specialized knowledge
What needs to be done - by whom - and by when

7. Develop an action and communication plan
What needs to be done - by whom - and by when
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input
Email notification and reminder
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

8. Create a follow-up memo/minutes
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Contributes specialized knowledge
Drafts meeting minutes

9. 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
Guides group processes
Purpose and objectives of the meeting - Topics for discussion - Discussion leader for each topic - Time allotment for each topic - Necessary atendee preparations
Ambiguity fosters frustration - conflict - withdrawl - poor performance

10. Determine People to Invite: Key considerations: are...
Purpose and objectives of the meeting - Topics for discussion - Discussion leader for each topic - Time allotment for each topic - Necessary atendee preparations
Exercising influence
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need

11. Create a Plan (agenda) - An outline of the meeting includes...
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
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'.
Purpose and objectives of the meeting - Topics for discussion - Discussion leader for each topic - Time allotment for each topic - Necessary atendee preparations
Creating and aligning visions - goals - roles - proposals

12. Facilitator
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
Guides group processes
Ambiguity fosters frustration - conflict - withdrawl - poor performance

13. Assign Responsibility for Progress at the end of the meeting
Purpose and objectives of the meeting - Topics for discussion - Discussion leader for each topic - Time allotment for each topic - Necessary atendee preparations
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
Summarize key points and decisions - Clarify action items

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

15. Call a meeting when you...
What needs to be done - by whom - and by when
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
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own

16. Determine Roles People Play
What needs to be done - by whom - and by when
Leader - Facilitator - Scribe - Contributor - Expert
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress
You don't have time to prepare - A phone call or email work as well - The issue has already been decided

17. Scribe
Drafts meeting minutes
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
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
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting

18. When BAD things happen to good meetings
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 entire group to provide information - Want participation in decision making - Are dealing with problems that need input
Offers ideas and information
Ambiguity fosters frustration - conflict - withdrawl - poor performance

19. Meetings are valuable when they...
Summarize key points and decisions - Clarify action items
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
Guides group processes
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

20. Contributor
Creating and aligning visions - goals - roles - proposals
Offers ideas and information
Ambiguity fosters frustration - conflict - withdrawl - poor performance
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input

21. Leader
What needs to be done - by whom - and by when
Responsible for follow-up
Drafts meeting minutes
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. Meetings are important settings for...
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Offers ideas and information
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
Creating and aligning visions - goals - roles - proposals

23. Meetings are a context for...
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
Exercising influence