Question 1

When leading a meeting, you should:

Accepted Answer

All of these responses are important for leading a successful meeting. Staying neutral and treating everyone equally helps to establish a fair and objective meeting environment, while responding to ideas instead of individuals fosters collaboration and creativity. Summarizing often ensures that participants are on the same page and can help to move the meeting along efficiently.

Question 2

Which of the following is a maintenance function of meetings, as opposed to a task function?

Accepted Answer

A maintenance function of meetings is to build relationships and create a sense of unity within the group. Option C, making a group more cohesive or unified, falls under this category. The other options are all task functions of meetings, which involve achieving a specific goal or outcome.

Question 3

Which of the following is an action that meeting leaders should take during or after meetings?

Accepted Answer

Keeping a note of action items, responsibilities assigned, and decisions reached is important for ensuring accountability and follow-up after the meeting. The other options are not effective actions that meeting leaders should take.

Question 4

Emphasising to meeting attendees the need to listen to each other without interruption, therefore creating a climate in which everyone's opinions, ideas and experience are valued, is an example of a:

Accepted Answer

Emphasising the need to listen without interruption is a specific ground rule or norm that the meeting attendees should follow. The other options (meeting task, style, purpose) do not specifically address this behavior.

Question 5

An information-giving meeting may not be necessary if the information to be shared:

Accepted Answer

If the information can be provided to those needing it more cheaply and effectively in other ways, there may not be a need for an information-giving meeting. For example, if the information can be communicated through email or a memo, it may not be necessary to convene a meeting to share the information.

Question 6

The job of leading the process of the meeting, but not contributing content of their own, is the role of the:

Accepted Answer

The role of the meeting facilitator is to lead and manage the process of the meeting, ensuring that everyone has a chance to contribute, that the meeting stays on topic and on time, and that decisions are made efficiently. They do not contribute content themselves but instead focus on facilitating the discussion and ensuring the meeting runs smoothly.

Question 7

Which of the following is not a purpose of team briefings?

Accepted Answer

While generating ideas may be a result of team briefings, it is not typically listed as a purpose of the briefing itself. The other options listed are all common purposes of team briefings.

Question 8

When you want people's attention to be on the meeting leader, which kind of seating arrangement is preferable?

Accepted Answer

The answer of When you want people's attention to be...

Question 9

If a meeting leader said to those in a meeting, 'This discussion is interesting, but I suggest we postpone it until next month's meeting, when I can put that topic on the agenda,' it would most likely because those in the meeting were:

Accepted Answer

The meeting leader suggests postponing the discussion until next month's meeting because the topic is digressing, meaning that the conversation is going off-topic and not staying focused on the main point.

Question 10

Which of the following should be avoided when presenting information at a meeting?

Accepted Answer

Using clichés like 'Let's go for it!' and 'Go get 'em!' can come off as unprofessional and may not effectively convey the message you are trying to make. It's best to use clear and concise language to get your points across.

Question 11

When a person does not need to attend a meeting but still needs to be kept 'in the loop', you should:

Accepted Answer

Making the meeting's minutes available ensures the person is informed of all discussions and decisions without needing to attend, providing a comprehensive overview of the meeting's outcomes.

Question 12

Which of the following should the minutes of a meeting not contain?

Accepted Answer

The answer of Which of the following should the minutes...

Question 13

When planning the agenda for a meeting, you should:

Accepted Answer

The answer of When planning the agenda for a meeting,...

Question 14

Which of the following tasks is involved in planning a meeting?

Accepted Answer

All of the tasks listed are involved in planning a meeting. Establishing objectives is important to ensure that the meeting has a specific purpose and that everyone is on the same page. Planning and distributing an agenda is crucial for keeping the meeting organized and ensuring that all necessary topics are covered. Selecting participants ensures that the right people are involved in the meeting and that everyone who needs to be there will be. Finally, choosing a time and place is important to make sure that everyone can attend and that the meeting is held in a suitable location.

Question 15

Meetings are more likely to be successful when:

Accepted Answer

All of the responses are correct. Meetings are more likely to be successful when attendees are engaged in the decision-making process, there are clear objectives and a tight agenda, time is not wasted on irrelevant issues, and good records are kept so that ideas, information and action plans are not lost. Each of these factors contributes to a meeting's success, and all are important to consider when planning and conducting meetings.

Question 16

It may be appropriate to skip calling a meeting when involving others would only complicate matters.

Accepted Answer

Sometimes it's more efficient to make a decision or handle a situation yourself instead of spending time and resources on a meeting that may not be necessary.

Question 17

What is the ideal number of participants to have in a meeting?

Accepted Answer

Four to seven participants are considered the ideal number for a meeting as it allows for good participation and discussion while avoiding excessive complexity and wasting time. Larger groups may lead to difficulty in coordination and decision-making while smaller groups may result in lack of diverse perspectives and ideas.

Question 18

If you wanted someone to provide more detail about a point made in a meeting, you would ask a:

Accepted Answer

A probing question is designed to encourage deeper thought and elicit more detailed information about a specific point.

Question 19

A meeting at which everyone is brought up to speed on team results and progress on goals, where long-term projects are reviewed and where team members generally check in with the rest of the team is likely to be:

Accepted Answer

A general update meeting is a meeting at which everyone is brought up to speed on team results and progress on goals, where long-term projects are reviewed and where team members generally check in with the rest of the team.

Question 20

A meeting in which the goal is to identify and solve problems, gather ideas, and decide and plan how to improve work systems and provide better service to internal and external customers is called a:

Accepted Answer

The description of the meeting aligns with the purpose of a quality improvement meeting, which focuses on ways to improve work processes and provide better service to customers. Planning meetings focus on developing plans and strategies, while innovation meetings focus on generating new ideas. Team briefing meetings aim to keep team members informed and up-to-date, but may not necessarily involve problem-solving or decision-making. While problem-solving and decision-making may be components of a quality improvement meeting, this type of meeting specifically focuses on improving overall quality.

Quiz 28: Leading and Attending Meetings