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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. Meetings are important settings for...
Responsible for follow-up
Guides group processes
Summarize key points and decisions - Clarify action items
Creating and aligning visions - goals - roles - proposals

2. When BAD things happen to good meetings
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
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

3. Create a Plan (agenda) - An outline of the meeting includes...
Purpose and objectives of the meeting - Topics for discussion - Discussion leader for each topic - Time allotment for each topic - Necessary atendee preparations
Contributes specialized knowledge
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'.
Creating and aligning visions - goals - roles - proposals

4. Create a Plan (agenda): Also send...
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
Creating and aligning visions - goals - roles - proposals
Drafts meeting minutes

5. Leader
Responsible for follow-up
Contributes specialized knowledge
You don't have time to prepare - A phone call or email work as well - The issue has already been decided
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own

6. Meetings are destructive when...
Summarize key points and decisions - Clarify action items
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input
Offers ideas and information
Ambiguity fosters frustration - conflict - withdrawl - poor performance

7. Develop an action and communication plan
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
Offers ideas and information
What needs to be done - by whom - and by when
Creating and aligning visions - goals - roles - proposals

8. Meetings are valuable when they...
Responsible for follow-up
Email notification and reminder
Offers ideas and information
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own

9. Clarify Meeting Processes

10. Contributor
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input
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
Email notification and reminder

11. Meetings are a context for...
Exercising influence
Contributes specialized knowledge
Responsible for follow-up
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting

12. Call a meeting when you...
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input
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
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment

13. Expert
Email notification and reminder
What needs to be done - by whom - and by when
Contributes specialized knowledge
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input

14. Determine People to Invite: Key considerations: are...
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
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. Assign Responsibility for Progress at the end of the meeting
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
You don't have time to prepare - A phone call or email work as well - The issue has already been decided
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress

16. Determine Roles People Play
Leader - Facilitator - Scribe - Contributor - Expert
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Offers ideas and information
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'.

17. Facilitator
Offers ideas and information
Exercising influence
What needs to be done - by whom - and by when
Guides group processes

18. Clarify Decisions Rights
What needs to be done - by whom - and by when
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input
Exercising influence
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 follow-up memo/minutes
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'.
Responsible for follow-up
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment

20. Steps in preparing for a meeting
Guides group processes
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
Drafts meeting minutes

21. Plan the Place

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

23. Scribe
Drafts meeting minutes
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input
Email notification and reminder
Summarize key points and decisions - Clarify action items