Deck 9: Effective Meetings: Face-To-Face and Virtual

Question 1

Suggestions and decisions from a select committee are likely to be easier to implement than from a representative committee.

Answer 1

True

Question 2

A representative or consultative committee is one which

A) is seen to represent the view of a special interest group.
B) is formed and steered by senior managers.
C) has members from a wide section of the workplace.
D) represents the working class.

Answer 2

C

Question 3

A successful face-to-face or virtual business meeting is purposeful, cost-effective and participant friendly.

Answer 3

True

Question 4

A committee set up by two or more bodies to deal with matters of common interest is a consultative committee

Question 5

A constitution refers to the rules governing the manner in which a meeting is conducted.

Question 6

Meetings should be

A) informative and intense.
B) purposeful, with a clearly defined agenda and constructive outcome(s).
C) routine-like.
D) as formal as possible.

Question 7

The difference between formal meetings and informal meetings is based on whether

A) a meeting has more structure or less structure.
B) members have already been informed of the purpose of the meeting.
C) members can benefit from the meeting.
D) the meeting can come to a decision.

Question 8

Informal meetings are oriented towards decision making and problem solving, whereas informal meetings

A) define tasks, create action plans and implement decisions.
B) are conducted in emergency situations where time is an issue.
C) do not have a chair or a minute recorder and often lack a strategic focus.
D) have limited interaction time between attendees.

Question 9

Elena believes it is time for her company to invest in new printers in all locations. What type of meeting should she organise?

A) Departmental meeting
B) Operational meeting
C) Briefing meeting
D) Public meeting

Question 10

A successful meeting chairperson is able to keep members focused on agenda items and provide direction.

Question 11

Participants in a meeting can make the meeting more productive by preparing for the meeting and knowing how to conduct themselves in a meeting.

Question 12

Offering one's personal feelings about an issue on an agenda to an informal meeting can be considered as one of the forms of participation or involvement in the meeting.

Question 13

The effectiveness of meetings is mainly determined by the ratio of attendance.

Question 14

The purpose of a meeting can be achieved only when

A) the leaders prepare and organise the meetings very well.
B) all the staff attend the meeting.
C) the three main areas of responsibility are implemented effectively.
D) the members are provided with sufficient information.

Question 15

The purpose of a committee is to

A) delegate authority for a decision to others.
B) consider, investigate and report or act on a matter as delegated.
C) represent all the different groups affected by a decision.
D) make policy, initiate procedural changes and then implement decisions.

Question 16

Meetings can be unproductive when they are used as a way to

A) exchange ideas.
B) raise questions.
C) evade action.
D) clarify information.

Question 17

An amendment refers to the proceedings of the meeting.

Question 18

An example of a purpose for an operational meeting could be to

A) discuss matters such as strategy, governance and finance.
B) discuss the committee's progress to date and inform attendees of future plans.
C) allow community stakeholders to express views about operational matters.
D) discuss how the organisation's computer network is running.

Question 19

Which of the following is a reason for holding a business meeting?

A) To provide an opportunity to meet new staff
B) To resolve conflicts between staff
C) To announce managerial decisions
D) To engage in problem solving

Question 20

Meetings cover three main areas of responsibility, which are

A) provision of agenda, conduct of meetings and recording of minutes by secretary.
B) provision of policy and procedures by organisation, organisation of meeting by executive, and participation by members.
C) familiarity with the strategic plan and organisational policies, the conduct of meetings, and the generation and follow-up of action plans by executive.
D) familiarity with organisational policy and procedures, running and participating in meetings, and generation of minutes by members.

Question 21

A written authorisation given by a shareholder for someone else, usually the company's management, to cast his or her vote at a shareholders' meeting or at another time is known as a

A) motion.
B) point of order.
C) quorum.
D) proxy.

Question 22

One of the most important decisions the chairperson can make about a meeting is who not to invite.

Question 23

Maintaining focus in a meeting is a key responsibility for a chairperson. List three strategies that a chairperson can use to maintain focus among the members in a meeting.

Question 24

The casting vote at formal meetings may be the verbal 'Aye' or 'No', a show of hands, a division or a secret vote.

Question 25

The Agenda Bell, according to Tropman (1996), refers to

A) the timing device used to signal the passage to the next agenda item.
B) the chronological placement of meeting agenda items according to their level of difficulty.
C) the equal distribution of 'for' and 'against' discussion time on either side of a central axis that should be applicable to each agenda item.
D) the level of focus and attention that attendees are able to maintain over the course of a meeting and where peak attention is at the middle of the meeting.

Question 26

A quorum is the maximum number of people that can be at a meeting in order for business to be effectively conducted.

Question 27

Along with deciding who should attend a meeting, a chairperson also needs to

A) decide who not to invite.
B) keep clear and accurate the minutes.
C) deal with incoming and outgoing correspondence.
D) be the key decision maker in a meeting.

Question 28

Maintenance-related roles at meetings refer to

A) roles that support and encourage the contribution of all other members and create a positive meeting climate.
B) roles that correct and influence others to maintain decorum and protocol at meetings.
C) roles that maintain accurate minutes and delegate action items resulting from a meeting.
D) the roles that keep the meeting moving forward by goal-setting, problem solving and decision making so that the meeting achieves its aims.

Question 29

A motion in a meeting refers to

A) a discussion that argues the case 'for' and 'against' an option put to the meeting.
B) a discussion that argues the case 'for' and 'against' an option put to the meeting and which has secured a seconder.
C) a discussion that moves the meeting to a resolution on a matter or issue that has been brought before the meeting.
D) a specific, formal proposal from a member of the meeting for a course of action.

Question 30

The duties of the secretary are to

A) organise an agenda, deal with documentation, take apologies, table correspondence and take minutes.
B) plan the agenda and organise the meeting.
C) be responsible for briefing the chairperson on policy matters.
D) call for agenda items and communicate with members about policy on the chairperson's behalf.

Question 31

A casting vote is

A) the final determining vote cast by any meeting member.
B) made after the motion 'that the question now be put' is moved, seconded and won.
C) a vote to maintain the status quo and follows the British House of Commons practice.
D) used by the chairperson when the votes for or against a motion are tied.

Question 32

What are examples of tasks that enable a meeting to achieve its purpose?

A) Goal setting, decision making and problem solving
B) Starting on time, ensuring everyone speaks an equal amount and keeping a positive tone
C) Allowing the chairperson to make final decisions, and extending the time of a meeting as necessary
D) Calling the meeting to order, considering agenda items presented and generating minutes.

Question 33

A resolution of a meeting is a

A) course of action being proposed by a speaker at a meeting.
B) resolve to do something.
C) motion that has been put and carried by a majority of members.
D) matter to be considered and resolved.

Question 34

The term standing orders in meetings refers to

A) requests that attendees stand at certain times during the meeting or gathering, for example, the loyalty toast to the Queen, the toast to the guest of honour or the bride and groom.
B) the criteria for member conduct contained in the Memorandum and Articles of Association of the organisation or entity.
C) the rules that determine the way in which the meeting is to be run.
D) orders for a member to 'stand' and be ejected from the meeting after repeated calls to order and motions 'that the member no longer be heard'.

Question 35

The role of the chair at a meeting is to

A) call the meeting, run the meeting, hear the case for and against, and decide with the help of the group the best way forward in the circumstances.
B) start on time, follow the agenda, ensure equal time is given for debate, help generate decisions and action plans, and follow-up.
C) help prepare the agenda, involve attendees, keep to the agenda order, help the meeting to reach decisions and actions, and promote member goodwill.
D) call the meeting to order, consider agenda items presented, help the group achieve a consensual decision where possible, and help generate minutes.

Question 36

Who has the most important role in a meeting?

A) Members
B) Secretary
C) Agenda
D) Chairperson

Question 37

Describe the difference between formal and informal virtual meetings. Discuss the advantages and disadvantages of each.

Question 38

Identify and describe the features of effective meetings. Distinguish between a formal and an informal meeting and a committee. Give an example of each.

Question 39

Goal setting, decision making and problem solving are examples of the tasks that enable a meeting to achieve its purpose.

Question 40

In relation to meetings, a quorum refers to

A) a real sense of belonging.
B) the order of the agenda and the time limit for each item.
C) the minimum number of people who must be at a meeting for business to be conducted.
D) the agenda items to be avoided.

Question 41

According to Ferrazzi (2012), the use of social media can help dissimilar people on virtual teams to collaborate.

Question 42

Defensive and dysfunctional roles contrast with task-related and maintenance roles, and can interfere with the achievement of a group's goals.

Question 43

Which of the following types of 'problem people' in meetings includes those who want to highlight their expertise?

A) Meeting extenders
B) Show-offs
C) Spoilers
D) Usurpers

Question 44

A major consideration with virtual meetings is

A) that staff may need to be trained to use technology.
B) the potential for the meeting to be impersonal.
C) the need to control discussion more directly than in face-to-face meetings.
D) the need to communicate more assertively.

Question 45

When people take a role such as 'tension reliever' or 'scapegoat' in a meeting to protect other members from anxiety, this role is a known as

A) dysfunctional role.
B) defensive role.
C) task-related role.
D) problem role.

Question 46

A filibuster at a meeting is

A) a spill of supporters originally from one side to the other side of a motion.
B) a monopoliser of the meeting's time.
C) a person who is unsure which way to vote on a matter before the meeting.
D) an earlier meeting decision that has been reversed for the second time.

Question 47

Communication barriers at meetings can be caused by

A) tone of voice, type of eye contact and appearance.
B) verbal misunderstandings.
C) unwillingness to use power, attitudes to meetings and groupthink.
D) all of the above.

Question 48

The move to virtual meetings is prompted by

A) the decline in social cues and fewer protocols.
B) reduced time taken, cost savings and convenience.
C) a desire to better structure and enhance 'floor control' of meetings.
D) a desire to reduce caucusing and pre-meeting lobbying.

Question 49

The primary role of the chairperson in a virtual or electronic meeting is to

A) supervise the netiquette of the members.
B) control the discussion threads.
C) achieve consensus.
D) check the attendance of the members.

Question 50

Which of the following is a disadvantage associated with videoconferencing?

A) Level of communication
B) Initial purchase costs
C) Impact on inhibitions
D) Travelling costs and time

Question 51

Realisation of organisational goals with a saving of both time and cost for meetings is achieved by the effective use of

A) maintenance-related roles.
B) task-based roles.
C) the communication skills of the chairperson.
D) technology.

Question 52

The most common form of virtual meeting is

A) teleconferencing.
B) audio conferencing.
C) web conferencing.
D) Videoconferencing.

Question 53

Communication barriers in face-to-face or virtual meetings arise from

A) technical faults and procedural omissions.
B) lack of meeting control.
C) lack of leadership or skills of members.
D) poor understanding of meeting maintenance procedures.

Question 54

The key feature of a synchronous virtual meeting is that

A) all group members sit at the telephone.
B) it must be a large group.
C) all members participate at the same time.
D) members can do their own job at the same time.

Question 55

Attention to maintenance-related roles improves group cohesion.

Question 56

Verbal communication barriers are caused by

A) illogical organisation of words and unclear, ambiguous and discourteous ways of speaking
B) inappropriate use of gestures
C) culturally inappropriate proxemics
D) a combination of poor leadership and power-sharing

Question 57

Arnold's team is meeting to discuss quarterly sales results. After the meeting begins, however, Arnold tries to change the focus of the meeting to the company's technology budget. Arnold is a

A) abstainer.
B) spoiler.
C) usurper.
D) show-off.

Question 58

Videoconferencing is considered more beneficial than using

A) formal meetings.
B) emails, telephone or online chat systems.
C) synchronous meetings.
D) all of the above.

Question 59

Problems at meetings can often be caused by

A) the chairperson, secretary and members.
B) the organisation, leaders and followers.
C) the abstainers, spoilers and usurpers.
D) none of these.

Question 60

Identify three types of 'problem people' in meetings and describe the impact on meetings these people can have.

Question 61

Groupthink can influence decisions made in meetings.

Question 62

Interest in the proceedings of a meeting is shown by leaning forward and making eye contact with others.

Question 63

Meetings on shared workspaces are an example of formal meetings.

Question 64

The chairperson and secretary need to consider the following physical factors when planning and organising a meeting

A) the resolution required.
B) the type of meeting required.
C) the venue, equipment and seating arrangements.
D) the outcome of the meeting.

Question 65

Identify communication barriers in face-to-face and virtual meetings. In each case, discuss factors that contribute to communication barriers and how they can be prevented or managed.

Question 66

Communication barriers in virtual meetings are caused primarily by poor verbal skills.

Question 67

In formal virtual meetings, controlling the discussion thread and synchronous meetings are the two main factors to consider.

Question 68

A virtual meeting system in which each participant uses his or her own computer is known as a room system.

Question 69

Staff should be well-trained to use video and web conferencing.

Question 70

Use of space, clothing and appearance in communication at meetings can be considered as

A) positive nonverbal feedback.
B) nonverbal behaviour which affects communication.
C) factors that decision making is based on.
D) less important than what is said in meetings.

Question 71

Venue and seating arrangements at meetings need careful consideration because

A) they will influence the outcomes of the meeting.
B) meeting members should not be made too comfortable for speedy outcomes.
C) 'meetings within meetings' should be encouraged.
D) it is important to be able to monitor body language and other nonverbal cues.

Question 72

The desktop system is different to the room system in videoconferencing because in the desktop system

A) members use a telephone.
B) participants use their own individual computer.
C) members sit around a table.
D) participants have sufficient space in the room.

Question 73

In a meeting with members sitting around a rectangular table, the power lies with those sitting at the sides of the table rather than the ends.

Question 74

Compare virtual and face-to-face formal meetings. Discuss the benefits and disadvantages of each, and provide examples of where each type of meeting might be most effective.

Question 75

Informal virtual meetings include visiting each other's Facebook sites, tweeting and blogging.

Question 76

Virtual meetings are always informal rather than formal.

Question 77

Specific software skills are not essential for the chairperson of a virtual meeting.

Question 78

Briefly describe three different seating arrangements suited to a meeting. How does each of these arrangements influence the interaction between the members of a meeting? Which seating arrangement do you think is most appropriate in a formal meeting? Give reasons for your answer.

Question 79

In planning the environment, a room system involves having a dedicated room permanently set up.

Question 80

Audio conferencing using telephone technology is a cost-saving way of communicating verbally.