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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. Facilitator
Guides group processes
What needs to be done - by whom - and by when
Offers ideas and information
Email notification and reminder

2. Assign Responsibility for Progress at the end of the meeting
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
Contributes specialized knowledge
Summarize key points and decisions - Clarify action items

3. 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
Guides group processes
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
Contributes specialized knowledge

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

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5. Meetings are valuable when they...
What needs to be done - by whom - and by when
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input
Guides group processes

6. Call a meeting when you...
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
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress
Offers ideas and information

7. Create a Plan (agenda) - An outline of the meeting includes...
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
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

8. Create a follow-up memo/minutes
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
You don't have time to prepare - A phone call or email work as well - The issue has already been decided
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Ambiguity fosters frustration - conflict - withdrawl - poor performance

9. Develop an action and communication plan
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
Ambiguity fosters frustration - conflict - withdrawl - poor performance
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

10. Contributor
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Guides group processes
Ambiguity fosters frustration - conflict - withdrawl - poor performance
Offers ideas and information

11. Meetings are destructive when...
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input
Drafts meeting minutes
Ambiguity fosters frustration - conflict - withdrawl - poor performance
Purpose and objectives of the meeting - Topics for discussion - Discussion leader for each topic - Time allotment for each topic - Necessary atendee preparations

12. Clarify Decisions Rights
Guides group processes
You don't have time to prepare - A phone call or email work as well - The issue has already been decided
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input
Drafts meeting minutes

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

15. When BAD things happen to good meetings
Summarize key points and decisions - Clarify action items
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment
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

16. Create a Plan (agenda): Also send...
Summarize key points and decisions - Clarify action items
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Email notification and reminder
Ambiguity fosters frustration - conflict - withdrawl - poor performance

17. Clarify Meeting Processes

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18. Determine Roles People Play
Leader - Facilitator - Scribe - Contributor - Expert
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input
You don't have time to prepare - A phone call or email work as well - The issue has already been decided
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. Scribe
Drafts meeting minutes
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
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

20. Meetings are a context for...
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
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment
Exercising influence

21. Plan the Place

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22. Steps in preparing for a meeting
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'.
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress
Purpose and objectives of the meeting - Topics for discussion - Discussion leader for each topic - Time allotment for each topic - Necessary atendee preparations

23. Expert
Leader - Facilitator - Scribe - Contributor - Expert
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
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input