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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. Plan the Place

2. Create a follow-up memo/minutes
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Exercising influence
Summarize key points and decisions - Clarify action items
Creating and aligning visions - goals - roles - proposals

3. Meetings are destructive when...
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
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
Ambiguity fosters frustration - conflict - withdrawl - poor performance

4. Contributor
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
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Offers ideas and information

5. Determine People to Invite: Key considerations: are...
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
Summarize key points and decisions - Clarify action items
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'.
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input

6. Assign Responsibility for Progress at the end of the meeting
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
Summarize key points and decisions - Clarify action items
Offers ideas and information
Responsible for follow-up

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

8. Meetings are a context for...
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment
Exercising influence
Guides group processes
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting

9. Call a meeting when you...
Drafts meeting minutes
Offers ideas and information
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

10. Clarify Decisions Rights
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input
Guides group processes
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input

11. Steps in preparing for a meeting
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
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

12. Meetings are important settings for...
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment
Guides group processes
Creating and aligning visions - goals - roles - proposals
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'.

13. Leader
Responsible for follow-up
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'.
Drafts meeting minutes
Guides group processes

14. Meetings are valuable when they...
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
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
Drafts meeting minutes

15. Clarify Meeting Processes

16. Create a Plan (agenda): Also send...
Creating and aligning visions - goals - roles - proposals
What needs to be done - by whom - and by when
Email notification and reminder
Guides group processes

17. Scribe
Drafts meeting minutes
Guides group processes
Exercising influence
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment

18. When BAD things happen to good meetings
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
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

19. Expert
Offers ideas and information
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'.
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting

20. 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
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
You don't have time to prepare - A phone call or email work as well - The issue has already been decided

21. Develop an action and communication plan
Guides group processes
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input
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

22. Facilitator
Creating and aligning visions - goals - roles - proposals
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
Guides group processes
Responsible for follow-up

23. Determine Roles People Play
Exercising influence
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
Leader - Facilitator - Scribe - Contributor - Expert
Summarize key points and decisions - Clarify action items