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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. Steps in preparing for a meeting
Email notification and reminder
Exercising influence
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress
Drafts meeting minutes

2. 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
Guides group processes
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment
Exercising influence

3. Scribe
Creating and aligning visions - goals - roles - proposals
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
Drafts meeting minutes
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress

4. Assign Responsibility for Progress at the end of the meeting
Creating and aligning visions - goals - roles - proposals
Summarize key points and decisions - Clarify action items
Exercising influence
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting

5. Call a meeting when you...
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
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
What needs to be done - by whom - and by when

6. Clarify Meeting Processes

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7. Develop an action and communication plan
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input
What needs to be done - by whom - and by when
Contributes specialized knowledge
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress

8. Contributor
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
Exercising influence
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress
Offers ideas and information

9. Create a follow-up memo/minutes
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
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
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'.

10. Create a Plan (agenda): Also send...
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
Email notification and reminder
Ambiguity fosters frustration - conflict - withdrawl - poor performance
Exercising influence

11. Meetings are destructive when...
Ambiguity fosters frustration - conflict - withdrawl - poor performance
Creating and aligning visions - goals - roles - proposals
Exercising influence
Contributes specialized knowledge

12. Plan the Place

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13. Create a Plan (agenda) - An outline of the meeting includes...
Leader - Facilitator - Scribe - Contributor - Expert
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
Contributes specialized knowledge

14. Meetings are important settings for...
Purpose and objectives of the meeting - Topics for discussion - Discussion leader for each topic - Time allotment for each topic - Necessary atendee preparations
Drafts meeting minutes
Creating and aligning visions - goals - roles - proposals
Guides group processes

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

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16. Facilitator
Ambiguity fosters frustration - conflict - withdrawl - poor performance
What needs to be done - by whom - and by when
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Guides group processes

17. Determine People to Invite: Key considerations: are...
Offers ideas and information
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
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need

18. Leader
Guides group processes
Leader - Facilitator - Scribe - Contributor - Expert
Summarize key points and decisions - Clarify action items
Responsible for follow-up

19. Meetings are valuable when they...
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
Creating and aligning visions - goals - roles - proposals
Contributes specialized knowledge

20. Expert
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
Contributes specialized knowledge
Exercising influence
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting

21. Clarify Decisions Rights
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'.
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

22. When BAD things happen to good meetings
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment
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
Responsible for follow-up

23. Determine Roles People Play
What needs to be done - by whom - and by when
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
Leader - Facilitator - Scribe - Contributor - Expert
Contributes specialized knowledge