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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. Contributor
Ambiguity fosters frustration - conflict - withdrawl - poor performance
Contributes specialized knowledge
Offers ideas and information
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress

2. Meetings are important settings for...
Creating and aligning visions - goals - roles - proposals
Ambiguity fosters frustration - conflict - withdrawl - poor performance
Leader - Facilitator - Scribe - Contributor - Expert
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment

3. Develop an action and communication plan
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
Contributes specialized knowledge
What needs to be done - by whom - and by when

4. Call a meeting when you...
What needs to be done - by whom - and by when
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment
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

5. Scribe
Drafts meeting minutes
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
Ambiguity fosters frustration - conflict - withdrawl - poor performance

6. When BAD things happen to good meetings
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress
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
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting

7. Meetings are a context for...
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'.
Exercising influence
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
Creating and aligning visions - goals - roles - proposals

8. Clarify Meeting Processes

9. Leader
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress
Offers ideas and information
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment
Responsible for follow-up

10. Plan the Place

11. 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
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
Summarize key points and decisions - Clarify action items
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input

12. Clarify Decisions Rights
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
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
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input

13. Steps in preparing for a meeting
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress
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
Leader - Facilitator - Scribe - Contributor - Expert

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

15. Expert
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
Exercising influence
You don't have time to prepare - A phone call or email work as well - The issue has already been decided
Contributes specialized knowledge

16. Create a Plan (agenda): Also send...
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
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

17. Determine Roles People Play
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
Responsible for follow-up
Contributes specialized knowledge

18. Determine People to Invite: Key considerations: are...
Summarize key points and decisions - Clarify action items
Guides group processes
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress

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

20. Meetings are valuable when they...
Summarize key points and decisions - Clarify action items
Drafts meeting minutes
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own

21. Facilitator
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment
What needs to be done - by whom - and by when
Guides group processes

22. Meetings are destructive when...
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
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

23. 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
Drafts meeting minutes
Purpose and objectives of the meeting - Topics for discussion - Discussion leader for each topic - Time allotment for each topic - Necessary atendee preparations
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input