Deck 12: Planning Meetings and Conferences

Question 1

To be successful in planning informal or formal company meetings which of the following items would NOT be completed?

A) Order or lease audiovisual equipment and confirm participant's attendance at least twenty-four hours prior to the meeting to confirm food order or reproduce copies of documents for distribution.
B) Reserve the meeting room, confirm hotel and transportation accommodations, along with getting written confirmation or a confirmation number of all reservations.
C) Place an ad in the company bulletin inviting all employees to attend.
D) Determine the audiovisual or other special equipment needs.

Answer 1

Place an ad in the company bulletin inviting all employees to attend.

Question 2

Which of the following make an in-house meeting easy to arrange?

A) Both scheduled time and free time can be accessed and the calendars are not classified as private and can be accessed.
B) The managers use electronic mailboxes and the conference rooms are scheduled using the computer.
C) The managers in your organization use the computer to keep their calendars.
D) All of the above

Answer 2

All of the above

Question 3

The type of meeting or conference room you will need depends on each the following statements EXCEPT

A) necessary equipment.
B) who the guest speaker will be.
C) purpose of the meeting.
D) size and needs of the group meeting.

Answer 3

who the guest speaker will be.

Question 4

When composing notices to send out about a meeting, identify the following information you would NOT include

A) what refreshments will be served.
B) deadline for accepting agenda items
C) time, date, location
D) action to take if a member will or will not attend

Question 5

Which of the following guidelines for composing notices would you NOT use?

A) Names of those who need to improve their attendance
B) Where and why
C) How long
D) Who, what, and when

Question 6

________ means recording the minutes of a meeting word for word.

A) Literal recording
B) Verbatim recording
C) Accurate recording
D) Precise recording

Question 7

Which of the following is NOT one of the roles of team participants?

A) Team leader
B) Recorder
C) Facilitator
D) Director

Question 8

Which of the following will NOT make a team meeting productive?

A) Check in and agree on goals
B) Review the roles of the team and establish the house rules
C) Maintain the schedule and use a warm up
D) Review directions from management and outline team strategy

Question 9

Placing conference calls by telephone when the participants are located in different geographic areas is called

A) video transmission.
B) virtual conferencing.
C) teleconferencing.
D) videoconferencing.

Question 10

Web conferencing occurs when organizations conduct conferences or meetings

A) that delivers the real-time meeting quality of audio and video conference without the costs of using a special dedicated room that requires specialized equipment and training.
B) through computer terminals using the Internet.
C) offer text chat, audio, video, document sharing, whiteboards, and presentations.
D) All of the above

Question 11

Preliminary meeting activities include

A) preparing an agenda.
B) inviting the participants by calling them or sending them notices.
C) reserving the meeting place.
D) All of the above.

Question 12

A/An ________ is a list of topics to be covered during a meeting or conference, arranged in the order in which the topics will be discussed.

A) appointment
B) span of control
C) agenda
D) amendment

Question 13

________ is/are notes recorded that serve as a record of an official meeting.

A) Agendas
B) Notes
C) Verbatim
D) Minutes

Question 14

When planning an international meeting to familiarize yourself with significant communications and cultural barriers to overcome with various cultures, you should go online to the

A) U.S. Department of Commerce.
B) Small Business Administration's Office of International Trade.
C) U.S. Department of State.
D) All of the above.

Question 15

So that you will remember all the necessary steps to planning a meeting and you will be organized, it is best that you work from a/an

A) copy of the last meeting's minutes.
B) schedule form.
C) action checklist.
D) current meeting notices.

Question 16

When arranging for a room for a meeting, ask yourself the following questions EXCEPT

A) Will the participants need to break out into smaller rooms at any time?
B) Do the room and its furnishings contribute to an effective meeting?
C) Will the speaker receive an honorarium for speaking?
D) Is the room large enough to comfortably accommodate the participants and any planned audiovisual aids?

Question 17

If you are responsible for preparing the agenda, do all the following EXCEPT

A) keying it and sent it as an e-mail attachment to all participants.
B) asking participants to send you suggested agenda items and give them a deadline date for the suggestions.
C) sending it to all participants early enough that they have time to prepare any items for which they are responsible.
D) choosing either a formal or informal meeting format for the agenda.

Question 18

When assembling materials for the meeting, materials that may be needed include the following EXCEPT

A) minutes of the previous meeting.
B) extra copies of the agenda.
C) an up-to-date participant list.
D) a copy of the notice sent to participants.

Question 19

When planning for supplies, equipment, and software to be used in a meeting, the following is a list of items commonly needed EXCEPT

A) a notebook computer for presentation hook up or for note taking.
B) a ceiling-mounted multimedia projector.
C) a laser pointer for the presentation.
D) a printer in case something needed to be printed.

Question 20

When planning refreshments and food for a meeting, which of the following guidelines should you follow?

A) Bottled mineral water is appreciated at both morning and afternoon meetings.
B) Never make pork the only food option for certain religious reasons.
C) Serve tea or coffee regardless of the hour because most participants enjoy these no matter the time.
D) All of the above.

Question 21

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

Question 22

An agenda is also called an order of business.

Question 23

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

Question 24

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.

Question 25

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

Question 26

Most meetings require a verbatim transcript.

Question 27

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

Question 28

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

Question 29

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

Question 30

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.

Question 31

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.

Question 32

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

Question 33

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.

Question 34

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.

Question 35

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.

Question 36

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

Question 37

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.

Question 38

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.

Question 39

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?

Question 40

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.

Question 41

Depending on the formality of the meeting, you may be responsible for what duties?

Question 42

When composing meeting notices, always include what information in the notice?

Question 43

If you took notes for a meeting, what general guidelines should you follow?

Question 44

What questions might you ask yourself, as a follow-up to a meeting to improve future meetings?

Question 45

Discuss the points you should follow when you are responsible for arranging a conference call.