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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): Also send...
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress
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
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting

2. Meetings are a context for...
Email notification and reminder
Responsible for follow-up
Exercising influence
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input

3. Meetings are important settings for...
Responsible for follow-up
Creating and aligning visions - goals - roles - proposals
Ambiguity fosters frustration - conflict - withdrawl - poor performance
Drafts meeting minutes

4. When BAD things happen to good meetings
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input
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
Creating and aligning visions - goals - roles - proposals

5. Plan the Place

6. Steps in preparing for a meeting
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
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment
Leader - Facilitator - Scribe - Contributor - Expert

7. Create a follow-up memo/minutes
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
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress
Purpose and objectives of the meeting - Topics for discussion - Discussion leader for each topic - Time allotment for each topic - Necessary atendee preparations

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

9. Develop an action and communication plan
Contributes specialized knowledge
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment
Guides group processes
What needs to be done - by whom - and by when

10. Scribe
Guides group processes
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
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input

11. 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
Offers ideas and information
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input

12. 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
What needs to be done - by whom - and by when
Summarize key points and decisions - Clarify action items

13. Clarify Decisions Rights
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input
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

14. Expert
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Contributes specialized knowledge
Email notification and reminder
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress

15. Meetings are destructive when...
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
Summarize key points and decisions - Clarify action items
Contributes specialized knowledge

16. Contributor
Offers ideas and information
Leader - Facilitator - Scribe - Contributor - 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
Drafts meeting minutes

17. Call a meeting when you...
Ambiguity fosters frustration - conflict - withdrawl - poor performance
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input
Email notification and reminder

18. Clarify Meeting Processes

19. Assign Responsibility for Progress at the end of the meeting
Guides group processes
Summarize key points and decisions - Clarify action items
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

20. 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'.
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
Leader - Facilitator - Scribe - Contributor - Expert

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

22. Determine People to Invite: Key considerations: are...
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
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'.
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment

23. Meetings are valuable when they...
Creating and aligning visions - goals - roles - proposals
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
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