Deck 10: Effective Meetings: Face-To-Face and Virtual

Question 1

According to Roebuck 2001,the most important decision that a chairperson needs to make is

A)who not to invite
B)the items on the agenda and the order in which these items are considered
C)the amount of time to be given to each agenda item
D)when to press for a consensual decision versus a voting decision

Answer 1

A

Question 2

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

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

Answer 2

C

Question 3

The role of attendees at a meeting is best seen as

A)preparing and participating
B)preparing the agenda,recording the minutes,asking questions,seeking clarification,and enforcing decisions
C)performing technical\task activities,and human relations\enabling activities
D)having personal responsibility for individual outcomes,and shared responsibility for team outcomes

Answer 3

A

Question 4

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 5

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 referred to it by a parent body
C)represent all the different groups affected by a decision
D)make policy,initiate procedural changes and then implement decisions

Question 6

Some effects of unproductive meetings are that

A)more meetings are needed to achieve objectives
B)fewer meetings are scheduled in future
C)staff are defensive and inefficient
D)information generated leads to formation of new objectives

Question 7

Who has the most important role in a meeting?

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

Question 8

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 9

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

A)they have meeting rules and procedures
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 10

Meetings should be

A)informative and intense
B)highly focused and convened only when necessary
C)routine-like
D)as formal as possible

Question 11

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 12

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 13

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 14

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 15

The primary aim of business meetings is

A)to provide an opportunity to meet new staff
B)to resolve conflicts between staff
C)to announce managerial decisions
D)none of the above

Question 16

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,the generation and follow-up of action plans by executive
D)familiarity with organisational policy and procedures,running and participating in meetings,generation of minutes by members

Question 17

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 18

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 19

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 20

A representative 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

Question 21

The most common form of virtual meeting is

A)teleconferencing
B)audio conferencing
C)web conferencing
D)videoconferencing

Question 22

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 23

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 24

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 25

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

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

Question 26

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 27

Problems at meetings are often 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 28

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 29

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 30

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

Question 31

The successful meeting challenges an effective leader's ability to control and accept final responsibility as well as let the meeting run itself.

Question 32

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 33

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 34

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)the Internet and telephones

Question 35

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 36

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 37

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 38

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 39

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

Question 40

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 41

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

Question 42

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 43

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

Question 44

Video and web conferencing is easy for non-experts to use.

Question 45

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

Question 46

Specific software skills are essential for the chairperson of a virtual meeting.

Question 47

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 48

An amendment refers to the proceedings of the meeting.

Question 49

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

Question 50

Attention to task-related roles improves group cohesion.

Question 51

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

Question 52

Virtual meetings can be either formal with a chairperson,an agenda and formal meeting rules or informal with a facilitator.

Question 53

According to Roebuck 2001,the most important decision the chairperson can make about a meeting is how to arrange space.

Question 54

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

Question 55

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

Question 56

A committee is a specific type of meeting.

Question 57

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

Question 58

Audio conferencing using telephone technology is an expensive way of communicating verbally.

Question 59

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

Question 60

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

Question 61

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 62

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 63

Groupthink,a condition of like-mindedness,is a factor that can influence the attitudes of a group.

Question 64

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

Question 65

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

Question 66

Reflect upon your own personal experience in a meeting.What worked well,and what could have been improved,based on consideration of concepts covered in Chapter 10?

Question 67

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 68

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 69

What are the respective functions and roles of a chairperson,secretary and member in a meeting? What skills do they require to function effectively?

Question 70

Rectangular tables give power to the people around them.