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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. 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
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
You don't have time to prepare - A phone call or email work as well - The issue has already been decided

2. 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
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
Email notification and reminder

3. Scribe
Drafts meeting minutes
Responsible for follow-up
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

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

5. Expert
Offers ideas and information
Contributes specialized knowledge
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

6. Meetings are valuable when they...
Email notification and reminder
Contributes specialized knowledge
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

7. Facilitator
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
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
Guides group processes

8. When BAD things happen to good meetings
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
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

9. Call a meeting when you...
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
Responsible for follow-up
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own

10. Clarify Meeting Processes

11. Create a Plan (agenda) - An outline of the meeting includes...
What needs to be done - by whom - and by when
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
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'.

12. Steps in preparing for a meeting
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input
Drafts meeting minutes
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

13. Meetings are destructive when...
Summarize key points and decisions - Clarify action items
Ambiguity fosters frustration - conflict - withdrawl - poor performance
What needs to be done - by whom - and by when
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

14. Develop an action and communication plan
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
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
Drafts meeting minutes

15. Determine Roles People Play
What needs to be done - by whom - and by when
Exercising influence
Guides group processes
Leader - Facilitator - Scribe - Contributor - Expert

16. Contributor
Summarize key points and decisions - Clarify action items
Offers ideas and information
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input

17. Assign Responsibility for Progress at the end of the meeting
Summarize key points and decisions - Clarify action items
Drafts meeting minutes
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment
Email notification and reminder

18. Plan the Place

19. Meetings are a context for...
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
Exercising influence
Responsible for follow-up
Leader - Facilitator - Scribe - Contributor - Expert

20. Leader
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
Responsible for follow-up

21. Create a follow-up memo/minutes
Offers ideas and information
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
You don't have time to prepare - A phone call or email work as well - The issue has already been decided
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'.

22. Create a Plan (agenda): Also send...
Leader - Facilitator - Scribe - Contributor - Expert
Offers ideas and information
Email notification and reminder
Exercising influence

23. 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
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Creating and aligning visions - goals - roles - proposals