Deck 8: Effective Meetings

Question 1

Which of the following is true about telephone conferences?

A) Telephone conferences are quite expensive to operate.
B) Telephone conferences are a useful way for groups with distant members to hash out details.
C) Members must go through extensive training before using a telephone conference.
D) Meetings conducted by telephone conferences require more time than meetings conducted by e-mail.

Answer 1

B
Explanation: Telephone conferences are often overlooked as a useful way for groups with distant members to hash out details.

Question 2

Which of the following best meets the criteria for a well-written agenda item?

A) We'll decide on the menu for the fundraising meal.
B) Bring your survey results so we can select which items to include on our fundraiser menu.
C) The fundraiser.
D) The purpose of our meeting is to discuss our menu.

Answer 2

B
Explanation: An effectively written agenda item describes the goal for the discussion.

Question 3

As the owner of a small computer store,Sandra decided that the best way to improve company morale was to hold weekly meetings to allow her employees to interact on a social level.As a result,Sandra's employees became more committed to the company and to one another because they began to form interpersonal relationships with one another.Which of the following types of meetings did Sandra organize?

A) ritual activity
B) problem-solving
C) decision-making
D) information-sharing

Answer 3

A
Explanation: Social meetings are classified as ritual activities.

Question 4

Goal descriptions for agenda items should be ________.

A) result-oriented
B) demanding
C) process-driven
D) generic

Question 5

It's not important to include ____________ on an agenda.

A) the time, length, and location of the meeting
B) a list of participants
C) relevant background information
D) the Chair's recommendation for how to vote on each item

Question 6

In which of the following situations would it be best to call a meeting rather than to send a memo?

A) The information that is being communicated is controversial.
B) Some key people are not available to attend the meeting.
C) Members do not have time to prepare for the meeting.
D) The reason for meeting would be routine (e.g., reading progress reports).

Question 7

A small team of salesmen were having a problem with their current product.They decided to have a meeting to develop potential solutions and to eliminate the existing flaws.As a result of their meeting,the company implemented the suggestions they offered,which led to a significant increase in their sales.According to the text,which of the following types of meetings did this group of salesmen engage in?

A) information-sharing
B) problem-solving/decision-making
C) ritual activity
D) elimination protocol

Question 8

All of the following are the intended purposes of ritual activity meetings except:

A) They reaffirm members' commitment.
B) They provide a chance to swap useful ideas.
C) They are just a waste of time.
D) They can function as a perk or status symbol.

Question 9

If a meeting served a social rather than a task function,which type of meeting would it be?

A) information-sharing
B) problem-solving
C) decision-making
D) ritual activity

Question 10

A meeting is advisable when

A) each person on the team has a separate assignment and doesn't need to consult with others to complete it.
B) each members fills a different role, such as information-giver, diagnoser, reality tester, and empathic listener.
C) an agenda has not been distributed ahead of time.
D) the CEO has already decided what will be done, and wants a blanket approval.

Question 11

A meeting should probably be avoided if

A) the items to be covered don't require discussion or decision.
B) the job requires input from a variety of people.
C) participants are likely to suggest controversial solutions.
D) the decision to be made will require creative solutions.

Question 12

Which of the following is NOT one of the activities suggested for the opening moments of a meeting?

A) Outline the ways members can contribute during the meeting.
B) Explain the goals of the meeting.
C) Use relay questions to encourage all members to participate in the opening.
D) Identify how much time is structured for the meeting.

Question 13

All of the following are useful guidelines for conducting videoconferences EXCEPT:

A) Participants should identify themselves and their location at the beginning of the meeting.
B) Turn off cell phone ringers before the meeting begins.
C) Any documents that will be discussed should be sent ahead of time to all participants.
D) To allow participants of any socioeconomic status to participate, use the least expensive equipment you can find.

Question 14

Handle decisions without a meeting when

A) there is only one correct answer to the question under consideration.
B) the task will require more time than any single person has available.
C) an agenda has been distributed ahead of time.
D) knowledge from several professions is needed.

Question 15

The concept of a bell-shaped agenda means that

A) The group should appoint one member who will act as a timer, ringing a bell or buzzer when it is time to move on the next item.
B) Every third item on an agenda should be easy to complete so that the group will feel a sense of success as it moves through the agenda.
C) The more time-consuming and difficult agenda items should be handled in the middle third of the meeting.
D) The agenda should be distributed to the group three days before the meeting, and the minutes should be distributed three days after the meeting.

Question 16

Which of the following is NOT an aspect of the organizer's pre-meeting preparation?

A) Advise members how to prepare for the meeting.
B) If individual members have specific assignments, remind them.
C) Decide on the order of the agenda items.
D) All of these are aspects of pre-meeting preparation.

Question 17

Which of the following questions is NOT recommended as a starting point for building an agenda?

A) What information will we need?
B) How can I prevent others from raising controversial points during the meeting?
C) What do we need to do in the meeting to achieve our objective?
D) What conversations will be important to the people who attend?

Question 18

Les and his colleagues are working on a large construction project.The environmental,architectural,and marketing specialists are located in three different geographic locations.Team members don't have time to fly to a central location every time a meeting is needed,yet they want to see each other's nonverbals.Which of the following types of virtual meetings would you suggest to this team?

A) teleconference
B) chat room
C) videoconference
D) listserve

Question 19

Loretta is a member of a small research team that is working on developing a vaccine for swine flu.Once a week team members meet to share their most recent findings.These gatherings illustrate the _________________ function of meetings.

A) information-sharing
B) problem-solving
C) decision-making
D) ritual activity

Question 20

Drawbacks of inefficient meetings include all of the following EXCEPT

A) inefficiency contributes to an atmosphere of cynicism.
B) ineffective meetings reduce an organization's productivity.
C) unproductive meetings in U.S. businesses waste as much as $37 billion annually.
D) meetings give ambitious workers a much-needed break from their individual tasks.

Question 21

What type of questions would most likely encourage comments from normally quiet people?

A) overhead questions
B) direct questions
C) reverse questions rephrased as overhead questions
D) relay questions

Question 22

When Jordan asked a question,Jennifer repeatedly jumped in and voiced her opinion,cutting off other group members before they had a chance to speak.As a result,Jordan decided to aim his questions at specific individuals to allow for more sharing of information across the group.Jordan was using _______ questions.

A) overhead
B) direct
C) reverse
D) relay

Question 23

All of the following are true about a parliamentary procedure motion except:

A) A motion should address a single issue.
B) A motion can only be amended by its sponsor.
C) A public vote of the members is required in order for a motion to be adopted.
D) A motion cannot be acted on until it is seconded.

Question 24

When a meeting is conducted according to parliamentary procedure,all of the following items are included on the standard meeting agenda except

A) old business.
B) new business.
C) unfinished business.
D) minutes.

Question 25

A reverse question

A) occurs when a member asks the leader of the group a question, and the leader turns it back to the person asking the question.
B) occurs when the leader refers a question asked by one member to the entire group.
C) is directed to the group as a whole.
D) is aimed at no particular group member.

Question 26

Jeannine has been scheduled to attend a meeting that will cover only trivial matters.Jeannine does not want to waste time and is trying to decide how to respond.Which of the following actions would NOT be recommended?

A) Send a written report rather than attending the meeting.
B) Suggest that the task be delegated to a subcommittee rather than holding a meeting.
C) Tactfully explain your reasons for not wanting to attend.
D) Don't show up at the meeting.

Question 27

All of the following are appropriate reasons for concluding a meeting except:

A) Controversy has arisen because people have different ideas about how to proceed.
B) The agenda has been covered.
C) The scheduled closing time has arrived.
D) The group needs additional information in order to make meaningful decisions.

Question 28

Relevancy challenges are appropriately used when

A) a committee member feels strongly about the subject under discussion.
B) a member gets off the subject.
C) no agenda exists.
D) the group is unable to reach consensus.

Question 29

A good parliamentary procedure motion possesses all of the following characteristics except:

A) addresses a single issue.
B) presents two alternate proposals to be compared.
C) is clearly stated.
D) is brief.

Question 30

During a meeting,if the discussion rambles on after a decision has been made,

A) let the discussion occur, because it is beneficial.
B) ask the talkative member to be quiet.
C) summarize what has taken place in the meeting, then redirect the discussion.
D) change the subject.

Question 31

The Japanese process of nemawashi means

A) ironing out issues in a series of one-to-one sessions prior to conducting a problem-solving meeting.
B) saving face by giving wishy-washy answers.
C) taking turns conducting the meeting.
D) a volatile exchange of competing ideas.

Question 32

If Consuelo refers questions from individual group members back to the entire group instead of answering them herself,she is using ______________ questions?

A) overhead
B) direct
C) reverse
D) relay

Question 33

All of the following are guidelines for constructive reframing except:

A) Ask the complainer to be quiet until they have something nice to say.
B) Restate personal attacks so the focus is on issues instead.
C) Point out that individual concerns are also group concerns.
D) Turn complaints about the past into hopes for the future.

Question 34

Which of the following is NOT a useful suggestion for keeping discussions on track?

A) Remind the group about time pressures.
B) If a remark is irrelevant, discuss its pros and cons, and then return to the task at hand.
C) If a remark seems irrelevant, challenge it.
D) Summarize the discussion and then suggest moving on to the next task.

Question 35

Which of the following discussion methods tends to result in unbalanced participation?

A) nominal group technique
B) a loosely structured informal meeting
C) asking questions that draw out silent members
D) having members take turns

Question 36

The recommended method for responding to an apparently stupid idea is to

A) asking others to enhance its value by building on it.
B) explain why the idea won't work.
C) say, "That's a good idea."
D) take an immediate vote on the idea.

Question 37

You can enhance the value of members' comments by

A) acknowledging the merits of their idea.
B) explaining any concerns you might have.
C) asking others for suggestions that build on the idea.
D) integrating all three of these into a three-part response.

Question 38

Which of the following is true?

A) It's wise to switch from overhead questions to other types of questions if a few people are dominating the discussion.
B) Direct questions are good for initially establishing an open atmosphere.
C) Overhead questions discourage overly talkative members of a group.
D) Reverse questions should be used when a leader senses that a member doesn't know what's going on.

Question 39

Members of a meeting may participate in an unbalanced way for all of the following reasons EXCEPT

A) the facilitator addresses various members with questions.
B) different personalities.
C) a loosely structured meeting.
D) cultural differences.

Question 40

When you are using parliamentary procedure,to introduce a motion means

A) to call the meeting to a close.
B) to decide to vote on an issue.
C) to give the floor to a new speaker.
D) to introduce a specific proposal for action.

Question 41

A member can help improve the group's performance during the norming phase of group problem solving by

A) trying to gain a lot of influence in the group.
B) clarifying members' tasks, roles, and responsibilities.
C) challenging the designated leader.
D) save time by discussing issues superficially.

Question 42

All of the following remarks would help you analyze a parking problem except:

A) "Who can help us solve this problem?"
B) "Why does the problem need to be resolved?"
C) "What are the causes of the problem?"
D) "We could take the bus instead of driving our own cars."

Question 43

All the following methods can help improve performance during the storming phase EXCEPT:

A) Ask members to explain why others' ideas are useful.
B) Support the expression of different viewpoints.
C) Seek to gain as much personal influence as you can.
D) Openly discuss the group's process for solving problems.

Question 44

Nominal group technique (NGT)is a method designed to

A) end meetings on time.
B) prevent democratic leadership.
C) generate many high-quality suggestions.
D) enforce Robert's Rules of Order in meetings.

Question 45

Which is the recommended approach for concluding a meeting?

A) Use a buzzer to indicate that the meeting has ended.
B) Hand out an agenda for the next meeting.
C) Acknowledge your accomplishments as the group's leader.
D) Point out that the meeting is close to completion, summarize the group's accomplishments, outline future actions, and thank members for having attended.

Question 46

According to Fisher's stages of group problem solving,some groups never move beyond the conflict stage.This could occur for any of the following reasons EXCEPT:

A) Members end their disagreement by finding a mutually acceptable solution.
B) A majority overrules the minority without taking time to adapt to any of their interests.
C) Time runs out, so a quick decision is made that no one really likes.
D) The manager ends up making the decision.

Question 47

Which of the following describes the brainstorming process?

A) Focus on quantity, not quality, of ideas.
B) Briefly evaluate each idea as soon as it's stated.
C) Discard ideas that don't meet with instant approval from all group members.
D) Do not combine ideas.

Question 48

When a group uses the nominal group technique (NGT)method

A) ideas, along with their authors, are posted for all to see.
B) evaluation of ideas is conducted orally.
C) each member privately rank-orders the ideas that have been posted.
D) the final decision is made by majority rule.

Question 49

Which of the following does NOT describe consensus?

A) It ranges from unanimous agreement to "Well, I can live with it."
B) It occurs when members of a group support a collective decision.
C) It can and will occur in every productive group.
D) It means hammering agreements out of conflicting ideas.

Question 50

Which is NOT a cardinal rule for brainstorming?

A) Don't follow a set speaking order.
B) Strive for quantity.
C) Avoid evaluating ideas.
D) Let the boss speak first.

Question 51

The decision mode in which all members agree (at least to some extent)is known as

A) consensus.
B) yes-yes.
C) concurrence.
D) complementarity.

Question 52

Action items should include all the following EXCEPT

A) a specific task to be accomplished
B) indicate the person responsible for accomplishing the task
C) specify the deadline
D) outline pros and cons concerning whether this task is worthwhile or not

Question 53

Which of the following is NOT a necessary question to ask when selecting the best of your proposed solutions?

A) Will the proposal bring about all the desired changes?
B) Is this the plan that takes the least effort for us to achieve?
C) Is the solution feasible?
D) Does the idea have any serious disadvantages?

Question 54

An effective set of minutes should have all the following characteristics EXCEPT

A) be written concisely
B) show a detailed account of each speaker's opinions
C) present a record of specific action items
D) include enough information that someone who was not at the meeting can learn what was discussed and what decisions were made

Question 55

Which of the following does NOT describe the reflective thinking sequence?

A) a seven-step process
B) developed by John Dewey
C) a systematic way to solve problems
D) a meditation practice that is proven to improve communication

Question 56

Post-meeting follow-up activities should include all the following EXCEPT

A) chastising members who were not present at the last meeting.
B) building an agenda for the next meeting.
C) checking to see if assigned tasks are being performed
D) completing your own preparation for the next meeting.

Question 57

Which of the following does NOT describe the "majority vote" method of decision-making?

A) A substantial minority may feel resentful after the decision is made.
B) The group can be railroaded into accepting a plan.
C) Majority vote is the best method for deciding important issues in small groups.
D) Decisions can be made quickly.

Question 58

In Fisher's stages of group problem solving,the phase during which members end disagreement and solve the problem is called the _________ phase.

A) orientation
B) conflict
C) emergence
D) reinforcement

Question 59

The first four steps of the reflective thinking sequence,in order,are:

A) define the problem; analyze the problem; establish criteria for a solution; generate possible solutions to the problem.
B) brainstorm solutions; analyze and decide on a solution; implement the best solution; follow up on the solution.
C) forming; storming; norming; performing.
D) orientation; conflict; emergence; reinforcement.

Question 60

You are on a team of students using the reflective-thinking sequence to select the communication text for next year's students.Currently,your team is completing the third step (identifying the criteria to use when you compare possible textbooks).Which of the following statements is NOT an example of a criterion?

A) I like this book best.
B) The information in the book we choose should be accurate.
C) The text we choose should be written so it's interesting to read.
D) The content of the text we choose should be up to date.

Question 61

Three types of meetings include information-sharing,problem-solving,and ritual activities.

Question 62

One deciding factor for whether or not members of a task force should come together for a meeting is: "How interdependent are the individual members' tasks?"

Question 63

Questions with more than one correct answer are better handled in meetings,while those with only one solution can usually be handled best by individuals.

Question 64

Meetings that function only as ritual activities are a waste of valuable time.

Question 65

The textbook suggests that meetings are desirable when confusing or controversial information is being communicated.

Question 66

In parliamentary procedure,a "motion" requires a second in order to be considered by the group.

Question 67

Surveys indicate that employees consider about one-third of the workplace meetings they attend to be unnecessary or poorly conducted.

Question 68

The "minority decision" method of decision-making

A) can work well if the larger group has confidence in the minority group.
B) should be avoided whenever possible because it is undemocratic.
C) takes advantage of the creativity of the entire group.
D) builds unanimous support from every member.

Question 69

Accomplishing a task that has a single correct,verifiable answer is an appropriate reason for calling a group meeting.

Question 70

Parliamentary procedure slows down the pace of a meeting and obliges participants to spend some time deliberating on issues.

Question 71

According to parliamentary procedure,the term "motion" refers to a "yes" vote on a proposal.

Question 72

Teleconferences and videoconferences are two types of virtual meetings.

Question 73

When you are opening a meeting,it is wise to identify the goals and provide necessary background information.

Question 74

People who do the same job independently cannot benefit from sharing ideas in a group meeting.

Question 75

When employees feel cynical about the value of the workplace meetings they are required to attend,this cynicism contributes to a negative organizational culture.

Question 76

An agenda that describes goals for each discussion can help ensure that meetings are outcome-driven rather than process-driven.

Question 77

It is inappropriate to discuss time constraints during the opening of a business meeting.

Question 78

The authority-rule decision-making method

A) works only for minor issues.
B) empowers the designated leader to make the final decision.
C) incorporates into the final decision all the suggestions supplied by subordinates.
D) involves a laissez-faire leader.

Question 79

An agenda should list specific goals so participants will have the opportunity to complete necessary preliminary work prior to the meeting.

Question 80

Videoconferences require an elaborate organizational network.