Question 1

It is acceptable to disagree with someone's ideas in a meeting, but a more desirable approach is to first paraphrase what they have said, then express your concerns or reservations and offer alternatives to make the idea work better.

Accepted Answer

It is important to actively listen and show understanding of the person's idea before expressing your own thoughts. This can lead to productive and respectful discussions.

Question 2

Which of the following types of virtual meetings can provide a totally interactive meeting in which meeting participants can share documents online and simultaneously exchange, view and work on them?
A) Chair-controlled videoconferencing
B) Leader-controlled videoconferencing
C) Web conferencing using collaborative technology
D) Voice-switched video
E) Continuous presence video

Accepted Answer

Web conferencing using collaborative technology allows for real-time collaboration and sharing of documents among meeting participants. This feature enables interactive meetings where participants can exchange, view, and work on documents simultaneously, making it the best choice for this scenario. Chair-controlled videoconferencing and leader-controlled videoconferencing refer to the control of the meeting by a single person and do not necessarily provide document sharing capabilities. Voice-switched video and continuous presence video refer to different types of video conferencing that do not necessarily include collaboration features.

Question 3

For virtual meetings that run longer than an hour, it is unnecessary to schedule short breaks, because participants are not in a face-to-face meeting and so do not have to concentrate as intensely.

Accepted Answer

Virtual meetings can still be mentally taxing for participants, and longer meetings without breaks can lead to fatigue and decreased productivity. It is important to schedule short breaks to allow participants to rest and recharge before continuing with the meeting.

Question 4

The person who is responsible for arranging a suitable venue for a meeting, as well as preparing and distributing the agenda along with any necessary background information or paperwork before the meeting, is the:
A) chairperson.
B) keynote speaker.
C) secretary.
D) meeting facilitator.
E) recorder.

Accepted Answer

The secretary is responsible for arranging a suitable venue for a meeting, preparing and distributing the agenda along with any necessary background information or paperwork before the meeting, and ensuring that minutes are taken and circulated after the meeting. The chairperson is responsible for leading the meeting, the keynote speaker is a presenter or expert on the topic being discussed, the meeting facilitator is responsible for keeping the meeting on track and ensuring participation from all members, and the recorder is responsible for taking minutes during the meeting.

Question 5

In the majority of meetings (excluding formal meetings), when speaking, you should:
A) read from your notes so as not to make any errors.
B) address only the chairperson.
C) speak only to those to whom the item on which you are speaking is relevant.
D) speak to the entire meeting (i.e. all participants).
E) have one-on-one conversations with other participants as necessary.

Accepted Answer

In most meetings, it's important to engage all participants by speaking to the entire group. This ensures that everyone is included in the discussion, can contribute, and stays informed about the meeting's progress and decisions. Reading from notes, addressing only the chairperson, limiting your comments to relevant parties, or having side conversations can exclude others and hinder the collaborative atmosphere typically desired in meetings.

Question 6

Which one of the following roles would it not be appropriate for a meeting leader to take during a meeting?
A) Minute taker
B) Gatekeeper
C) Coordinator
D) Compromiser
E) Clown

Accepted Answer

The answer of Which one of the following roles would...

Question 7

If you are in a meeting and are expecting an important call or message, you should:
A) take the call and politely ask the other meeting participants to wait for a moment.
B) let your phone ring, but do not answer it.
C) turn off your mobile phone before the meeting starts, and follow up the call later.
D) switch your mobile phone to silent, but take the call in the meeting if necessary.
E) explain to the meeting leader why you need to leave your mobile phone on, put it on silent and leave the room if you receive the call.

Accepted Answer

E is the correct choice because it shows consideration for the meeting participants by minimizing disruption. It involves communicating the need to be reachable for an important call, ensuring the phone does not disrupt the meeting by being on silent, and stepping out to take the call to avoid interrupting the meeting.

Question 8

The correct order for a topic in a meeting to become a resolution is:
A) proposal for amendment → motion is seconded → propose it as a motion → vote → resolution.
B) vote → propose it as a motion → motion is seconded → proposal for amendment → amendment seconded → resolution.
C) propose it as a motion → motion is seconded → proposal for amendment → amendment seconded → vote → resolution.
D) propose it as a motion → amendment seconded → proposal for amendment → motion is seconded → vote → resolution.
E) propose it as a motion → amendment seconded → motion is seconded → proposal for amendment → vote → resolution.

Accepted Answer

The topic should be proposed as a motion, seconded by another member, then possible amendments should be proposed and seconded. After any amendments are dealt with, there should be a vote and, if passed, it becomes a resolution. This order is reflected in Choice C.

Question 9

Frequently involving everyone in a virtual meeting is important so as to ensure that:
A) everyone feels part of the team.
B) everyone involved is fully mentally present and engaged, and not working on another task or checking emails.
C) everyone can get used to the accents of any non-native English speakers.
D) there are no long silences that could create unnecessary tension.
E) everyone remains interested in participating in the meeting.

Accepted Answer

The answer of Frequently involving everyone in a virtual meeting...

Question 10

The increased chance of a misunderstanding occurring because voice and words are the only tool for communication used in a meeting is a disadvantage of using:
A) instant messaging or texting.
B) teleconferencing or conference calls.
C) web conferencing.
D) videoconferencing.
E) None of these responses are correct.

Accepted Answer

Teleconferencing or conference calls only rely on voice communication, which can increase the chance of a misunderstanding occurring compared to web or video conferencing, which allow for nonverbal cues and visual aids to aid communication.

Question 11

Some meetings have a constitution, a list of written rules that guides how the meeting is conducted and stipulates how many members must be present before the meeting can take place. This is called:
A) a quorum.
B) a majority.
C) consensus.
D) a 'first past the post' vote.
E) proportional representation.

Accepted Answer

A quorum is the minimum number of members required to be present at a meeting in order for official business to be conducted. The number of members required for a quorum is usually specified in the organization's constitution or bylaws.

Quiz 28: Leading and Attending Meetings

It is acceptable to disagree with someone's ideas in a meeting, but a more desirable approach is to first paraphrase what they have said, then express your concerns or reservations and offer alternatives to make the idea work better.

Which of the following types of virtual meetings can provide a totally interactive meeting in which meeting participants can share documents online and simultaneously exchange, view and work on them?

For virtual meetings that run longer than an hour, it is unnecessary to schedule short breaks, because participants are not in a face-to-face meeting and so do not have to concentrate as intensely.

The person who is responsible for arranging a suitable venue for a meeting, as well as preparing and distributing the agenda along with any necessary background information or paperwork before the meeting, is the:

In the majority of meetings (excluding formal meetings) , when speaking, you should:

Which one of the following roles would it not be appropriate for a meeting leader to take during a meeting?

If you are in a meeting and are expecting an important call or message, you should:

The correct order for a topic in a meeting to become a resolution is:

Frequently involving everyone in a virtual meeting is important so as to ensure that:

The increased chance of a misunderstanding occurring because voice and words are the only tool for communication used in a meeting is a disadvantage of using:

Some meetings have a constitution, a list of written rules that guides how the meeting is conducted and stipulates how many members must be present before the meeting can take place. This is called: