Question 1

Often when notices are sent too early they are ineffective because they can be forgotten.

Accepted Answer

Notices sent too early can be ineffective as people may forget about them due to the gap between receiving the notice and the date of the event or deadline.

Question 2

An agenda is also called an order of business.

Accepted Answer

An agenda, often used in meetings, outlines the items that will be discussed or acted upon and is indeed also referred to as an "order of business."

Question 3

Meeting formats fall into two types--formal or informal.

Accepted Answer

Meeting formats are generally categorized as formal, with structured agendas and protocols, or informal, with more relaxed and flexible structures.

Question 4

Supportive materials that your manager might need during a meeting should be put in with the other materials your manager will take to the meeting for quick reference.

Accepted Answer

The answer of Supportive materials that your manager might need...

Question 5

Minutes serve as a record an official meeting was held, what discussions took place, and what decisions where made.

Accepted Answer

Minutes are official records of the proceedings and decisions of a meeting, documenting discussions, resolutions, and actions agreed upon by the participants.

Question 6

Most meetings require a verbatim transcript.

Accepted Answer

Most meetings do not require a verbatim transcript; instead, they often need summarized minutes or action items for documentation and follow-up purposes. Verbatim transcripts are typically reserved for specific legal, formal, or detailed documentation needs.

Question 7

Span of control is the number of people and functions one manager can supervise.

Accepted Answer

Span of control refers to the number of subordinates or functions directly managed by one supervisor or manager, indicating how wide or narrow a manager's supervisory capacity is.

Question 8

Following ethical behavior in meetings is using choices that will build positive qualities such as trust and credibility.

Accepted Answer

Ethical behavior in meetings, such as honesty, respect, and accountability, helps build positive qualities like trust and credibility among participants.

Question 9

If you think globally, you can give yourself the edge as you are planning or progressing through your career.

Accepted Answer

Thinking globally allows individuals to understand diverse markets, cultures, and business practices, enhancing adaptability and competitiveness in their careers.

Question 10

A teleconference allows participants in scattered geographic locations to see and hear one another on computer or television monitors by way of images transmitted over special telephone lines or satellite.

Accepted Answer

The answer of A teleconference allows participants in scattered geographic...

Question 11

Scheduling a meeting of three or four people can become complicated, involving many phone calls or e-mail messages, because executives and professionals make numerous appointments and some of them travel.

Accepted Answer

Scheduling a meeting for three or four people can become complex due to their busy schedules, numerous appointments, and potential travel commitments, necessitating multiple communications to find a suitable time.

Question 12

A schedule form is routed or electronically distributed and participants are asked to select a specific meeting time indicating their first and second choices.

Accepted Answer

This describes a process often used in scheduling meetings or events, where a form is distributed to participants to indicate their preferred meeting times, typically asking for their first and second choices to facilitate finding a common time that works for all.

Question 13

When participants are in various locations which could require expensive travel to attend, a cost-saving or time-saving alternative to recording minutes is to use computer software such as Wimba to digitally record the meeting.

Accepted Answer

Using computer software like Wimba to digitally record meetings can save on travel costs and time by allowing participants to attend remotely and have a record of the meeting.

Question 14

Because of the numerous details that must be taken care of immediately following a meeting, prepare a to-do list of all the actions you need to take.

Accepted Answer

Preparing a to-do list after a meeting helps in organizing and prioritizing the numerous tasks that need to be addressed, ensuring that nothing important is overlooked.

Question 15

When minutes of a previous meeting are approved, the word Approved should be handwritten on the minutes with the secretary's initials and the date.

Accepted Answer

This is a common practice to indicate that the minutes have been reviewed and accepted as accurate, ensuring accountability and record-keeping.

Question 16

When a motion is amended in a meeting, you do not have to give the history of the motion in the minutes.

Accepted Answer

The answer of When a motion is amended in a...

Question 17

When preparing for a team meeting, choose an appropriate time, choose employees as team members from all levels of the organization because certain team members will have a higher level of status than other team members.

Accepted Answer

Choosing team members from all levels of the organization is important for diverse perspectives, but the goal is not to create a hierarchy based on status. Instead, it should be about collaboration and equal contribution.

Question 18

When minutes are to be corrected or amended, the changes should be recorded as an insertion in the minutes being corrected and in paragraph form in the new minutes of the meeting during which the changes were made.

Accepted Answer

Corrections or amendments to minutes are typically noted in the minutes of the meeting in which the corrections were made, ensuring an accurate and transparent record of changes. This often involves detailing the changes in paragraph form to maintain clarity and continuity in the documentation.

Question 19

After a team meeting is over ask yourself was the purpose of the meeting clear, did the group work toward a consensus, was conflict used in a positive way, and did the group insist on what action was done by whom and when?

Accepted Answer

These questions help evaluate the effectiveness of a team meeting by assessing clarity of purpose, consensus building, positive use of conflict, and clear action items with assigned responsibilities and deadlines.

Question 20

You may have to manage several aspects of an international meeting all the while maintaining the correct protocol, dealing with cultural differences, and dealing with a different language.

Accepted Answer

Managing an international meeting often involves handling various aspects such as adhering to protocol, navigating cultural differences, and overcoming language barriers.

Quiz 12: Planning Meetings and Conferences