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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. Call a meeting when you...
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
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'.
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own

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

3. Scribe
Drafts meeting minutes
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Offers ideas and information
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need

4. 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
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment
Exercising influence
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need

5. Clarify Decisions Rights
Summarize key points and decisions - Clarify action items
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
Need entire group to provide information - Want participation in decision making - Are dealing with problems that need input

6. Leader
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'.
Summarize key points and decisions - Clarify action items
Responsible for follow-up
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input

7. Determine Roles People Play
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
Email notification and reminder
Leader - Facilitator - Scribe - Contributor - Expert
You don't have time to prepare - A phone call or email work as well - The issue has already been decided

8. Facilitator
Guides group processes
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
What needs to be done - by whom - and by when

9. Contributor
Offers ideas and information
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'.
Summarize key points and decisions - Clarify action items

10. Clarify Meeting Processes

11. Meetings are a context for...
Exercising influence
Room location: Consider 'ownership' and convenience - Room size - Seating arrangement - Necessary equipment
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Ambiguity fosters frustration - conflict - withdrawl - poor performance

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

13. Meetings are destructive when...
Summarize key points and decisions - Clarify action items
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
Ambiguity fosters frustration - conflict - withdrawl - poor performance

14. Expert
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
Responsible for follow-up
Purpose and objectives of the meeting - Topics for discussion - Discussion leader for each topic - Time allotment for each topic - Necessary atendee preparations

15. Create a Plan (agenda): Also send...
Leader - Facilitator - Scribe - Contributor - Expert
Email notification and reminder
Review key points and decisions - Itemize action items for next meeting(s) - Propose date of next meeting
Create a plan - Determine people to invite - Plan the place - Clarify the meeting processes - Assign responsibility and progress

16. Plan the Place

17. Determine People to Invite: Key considerations: are...
Summarize key points and decisions - Clarify action items
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
Responsible for follow-up
Purpose and objectives of the meeting - Topics for discussion - Discussion leader for each topic - Time allotment for each topic - Necessary atendee preparations

18. 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
Leader - Facilitator - Scribe - Contributor - Expert
A decision by the group: Voting by majority - Group consensus - A decision by the leader: Gathers input individually - Calls meeting for input
Summarize key points and decisions - Clarify action items

19. Steps in preparing for a meeting
Summarize key points and decisions - Clarify action items
Exercising influence
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

20. 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
Exercising influence
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

21. Meetings are valuable when they...
Guides group processes
Need for: diverse perspectives - diverse knowledge - skills and abilities - diverse representation (ligitimacy) necessary to impliment solutions - authority and influence OR Need
Clarify shared visions - goals - roles - establish norms that empower individuals to contribute when working on their own
Responsible for follow-up

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

23. Develop an action and communication plan
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
Summarize key points and decisions - Clarify action items
Responsible for follow-up