Deck 19: Planning, Conducting, and Recording Meetings

Question 1

Meetings are less frequent today in business than they were 10 years ago.

Answer 1

False

Question 2

If you're a manager, you can expect to devote a good deal of your time to meetings.

Answer 2

True

Question 3

People getting together at a convention or conference is a form of meeting.

Answer 3

True

Question 4

A co-worker stopping by your office to chat about a work-related issue is a form of meeting.

Question 5

Online meetings can be supported by a company called WebTex.

Question 6

Some companies use computers to help support meetings.

Question 7

Meetings can have as few as two people.

Question 8

Asking meeting attendees to vote on an issue to make a decision is common in many meetings.

Question 9

One way to better network is to join a community organization.

Question 10

Some organizations make it possible for employees to network through the Internet.

Question 11

The advantage to a team meeting is that members always have plenty of time to prepare for them.

Question 12

Agendas are the same thing as minutes.

Question 13

In general, there are six purposes in having a meeting

Question 14

It's a good idea to release an agenda for a meeting at least two weeks before the actual meeting to give participants a chance to prepare.

Question 15

A good meeting agenda indicates who is sponsoring or introducing each item on it.

Question 16

If you're planning a long meeting, you should recognize that networking is part of the value of the meeting, so build in time for it with breaks.

Question 17

The standard agenda is a six-step process for solving problems.

Question 18

A strategy for large groups to choose priorities quickly is called dot planning.

Question 19

Meeting minutes should avoid listing who was present or who was not to avoid embarrassing anyone.

Question 20

Meeting electronically may rob participants of the chance to socialize over such activities as lunch or breaks.

Question 21

Robert's Rules of Conduct summarizes parliamentary procedure.

Question 22

Regular staff meetings have been replaced by e-mail, though it's still possible for the occasional meeting to be held.

Question 23

Agenda is Latin for "to be done"; therefore, try to distribute an agenda at least a few days before the meeting.

Question 24

Meetings should always have a single purpose-anything more and the attendees will get confused.

Question 25

While it's a good idea to stick to an agenda for a meeting, it's also a good idea to leave some time for networking among members.

Question 26

Never allow for meeting participants to joke; any frivolity at meetings can only be counterproductive.

Question 27

People who talk the loudest and longest usually are the best contributors at a meeting.

Question 28

Meetings that take a lot of preparation are more likely to be unproductive than other meetings.

Question 29

The good thing about large meetings is that you're guaranteed the opportunity to speak more than once.

Question 30

Open issues in meetings have yet to be resolved.

Question 31

Linking your comment at a meeting to a more powerful member is a bad idea, as most people will see the tactic as shallow and manipulative.

Question 32

You can take advantage of meetings with your boss-even those that are short and impromptu-by planning for them.

Question 33

Planning scripts is a way to help prove to your boss that you are promotable.

Question 34

With technology, it is now possible to have meetings online; this is the preferred form for most companies today.

Question 35

The same rules apply when meeting through technology as when meeting face-to-face.

Question 36

Face-to-face meetings are never necessary, but simply optional.

Question 37

The increased number of teams means that

A) Meetings are held less often today than before.
B) Meetings are held with the same frequency as before.
C) Meetings are held more often today than before.
D) Meetings are held with the same frequency as before, but there are more participants.
E) None of the above.

Question 38

Parliamentary meetings are held with

A) Loose rules.
B) Strict rules.
C) No rules.
D) Optional rules.
E) None of the above.

Question 39

The first step in dot planning is to

A) Have the group brainstorm ideas.
B) Pass out strips of dots to participants.
C) Place dots on items participants find valuable or a priority.
D) All of the above.
E) None of the above.

Question 40

For long meetings, allow for short breaks every two hours and generous breaks

A) Once a day.
B) Twice a day.
C) Three times a day.
D) Four times a day.
E) Five times a day.

Question 41

Which of the following is NOT a common type of meeting?

A) Parliamentary meetings.
B) Team meetings.
C) Sales meetings.
D) Crisis meetings.
E) All of the above are common types of meetings.

Question 42

Your group meets to discuss several issues important to updating the process for new hires. Though you've set aside an hour for the meeting, it's obvious after the first 25 minutes that the group is unlikely to get to all of the items you'd raised. You're disappointed because you'd hoped that a discussion would yield better results. To make the next meeting more productive, your BEST strategy is to

A) Invite fewer people because too large a group often results in too much inefficiency.
B) Invite more people because the more voices you have, the more ideas you get.
C) Follow Robert's Rules of Order more closely, especially when it comes to voting.
D) Create an agenda that includes topics and the time allotted to discussing them.
E) Both C and D

Question 43

Schedule controversial items

A) Early in the meeting, when participants' energy level is high
B) In the middle of the meeting, after participants have had time to warm up to each other
C) Late in the meeting; there's no point in making everyone upset at the beginning
D) Not at all; controversial items should be decided on paper, through a memo or letter.
E) None of the above.

Question 44

Your group assembles to discuss a contentious issue regarding the hiring and recruitment process for minorities. You're not sure how many people are for or against changing the policy, but you want to keep the meeting on track. Your BEST strategy is to

A) Not impose any sort of structure on the discussion to encourage a free exchange of ideas.
B) Impose a structure by letting those who are for keeping the policy as is speak first.
C) Ask that speakers for and against alternate, stopping when no one remains on a side.
D) Table the discussion until a later date so that anyone with strong feelings has time to cool off.
E) Either A or C

Question 45

Which of the following is NOT a step in a standard agenda?

A) Gather information.
B) Generate alternate solutions.
C) Understand what the group has to deliver.
D) All of these are steps.
E) None of the above are steps.

Question 46

You've been in your organization for nearly five years, and you're starting to feel stagnant in both your skills and your familiarity with your discourse community. To revitalize, you should

A) Reach out to people beyond your department.
B) Get to know more people socially, perhaps by going to lunch.
C) Do nothing, as studies suggest that the five-year mark is a common point for employees to stagnate.
D) None of the above.
E) A and B

Question 47

Which of the following is NOT among the three kinds of information Michael Begeman suggests to record in meeting minutes?

A) Decisions reached.
B) Action items.
C) Open issues.
D) Closed issues.
E) B and C

Question 48

You've noticed that at meetings with senior members of your department, people seem uninterested in what you have to say. Which of the following is the BEST step to take to improve your standing with them?

A) Come to the meetings earlier; chances are, people are offended if you arrive after them.
B) Double-check your attire; you may be dressing too informally for the group.
C) Link comments to those of powerful people in the group.
D) Shrug it off; you can't please everybody.
E) None of the above.

Question 49

At face-to-face meetings, you feel that you're more effective in getting your point across than in e-mail or other kinds of electronic meetings. This is probably because

A) You can cover more "small" issues in addition to the larger ones in person.
B) You're body language and other nonverbal cues have a positive affect on your audience.
C) Some of your comments in e-mail might seem too sharp compared to when you speak them.
D) All of the above.
E) Only A and B

Question 50

Explain how to use dot planning.

Question 51

Explain the steps you can take to be taken more seriously in meeting.

Question 52

Explain how to use informal meetings with the boss to advance your career.

Question 53

Explain the special considerations required for virtual meetings.

Question 54

_________ _________ __________ are held to announce new policies and products, answer questions, share ideas, and motivate workers.

Question 55

_________ and _________ __________ allow people in different locations to participate in the same conversation.