Deck 12: Achieving Business Results Through Effective Meetings

Question 1

The increase in team-based projects has reduced the need for meetings.

Answer 1

False

Question 2

The first principle in running effective meetings is:

A) assigning roles.
B) inviting the right people.
C) clarifying the purpose.
D) picking the most appropriate communication mechanism.

Answer 2

C

Question 3

One should avoid announcing the adjournment time of the meeting right when the meeting starts.

Answer 3

False

Question 4

Which of the following means of communication can be considered the best choice when members are involved in complex projects,with multiple deadlines and sets of objectives?

A) Newsletter articles
B) Memos
C) E-mails
D) Meetings

Question 5

Evaluation and closing remarks are often missed in meetings which could have a negative impact on future meetings.

Question 6

Which of the following is NOT a reason for clarifying the purpose of a meeting?

A) Generating ideas for a project
B) Discussing the pros and cons of potential solutions to a problem
C) Gaining employee input and buy-in for a program or company point of view
D) Reviewing decisions made and summarizing the key points discussed

Question 7

Alison should have an information dissemination meeting with employees to explain the critical information about the extensive changes to their retirement program.

Question 8

Meetings can fulfill psychological or social needs of organizational members.

Question 9

Circulating a specific agenda to invitees prior to the meeting is optional.

Question 10

Minutes from the last meeting are the best means for dispersing important information regarding the meeting.

Question 11

To make the discussion proactive and focused,a meeting can be considered as a collection of tasks or services-communicating,facilitating,documenting.

Question 12

Organizational politics can determine who should be invited as a meeting participant.

Question 13

Information sharing meetings generally require more time than decision making meetings.

Question 14

During a meeting,a manager should encourage the clash of personalities,not ideas.

Question 15

The simplest teleconference,available on most public and private phones,is web conferencing.

Question 16

Which of the following statements is true of meetings?

A) They are ineffective for companies that focus on continuous process improvement.
B) They are essential for communicating simple one-way information.
C) They are important in shaping organizational norms and improving work processes.
D) They discourage an employee's need to be part of a team.

Question 17

An important cause of ineffective or useless meetings is:

A) setting the rules for debate in advance.
B) restricting the meeting periods to 30 minutes or less.
C) the lack of preparation and planning.
D) following pre-established timetables.

Question 18

Soliciting the invitees' input on potential additions or modifications to the agenda can increase their ownership in the meeting's purpose and their commitment.

Question 19

Since Cameron's team is involved in a very complex project with several deadlines,she should reduce the number of scheduled meetings.

Question 20

A well-defined agenda includes logistical information,such as where and when the meeting will be held and the roles individuals will play.

Question 21

During a meeting,it is Ryan's responsibility to remind the group when it is about to exceed the agreed-upon duration alloted for a particular topic or discussion.He has been assigned the role of a:

A) facilitator.
B) meeting leader.
C) recorder.
D) timekeeper.

Question 22

Which of the following phases of a meeting process is considered the heart of the meeting?

A) Evaluation
B) The wrap-up stage
C) The preliminary phase
D) Meeting kickoff

Question 23

The simplest teleconference,available on most public and private phones,is:

A) web conferencing.
B) two-way radio system.
C) online meetings.
D) three-way calling.

Question 24

Teams benefit greatly from ____,particularly in the beginning of a team's existence when building trust and creating group cohesion and commitment is critical to the team's success.

A) face-to-face meetings
B) teleconferencing
C) electronic messaging
D) video-conferencing

Question 25

In terms of company "troublemakers",which of the following statements is true?

A) They have a knack of turning every issue into a power struggle.
B) They should be included in meetings,regardless of any problems.
C) Their perspective is not valuable.
D) The managers should avoid meeting with these individuals completely.

Question 26

Helping to ensure that participation is balanced,communication is effective,and the process is smooth,best suits the role of:

A) a facilitator.
B) the meeting leader.
C) a recorder.
D) the timekeeper.

Question 27

All meetings should have a goal,and when the goal is to build trust and a sense of community,there is no substitute for:

A) a written memo.
B) face-to-face interaction.
C) teleconferencing.
D) video-conferencing.

Question 28

A problem-solving meeting typically requires full participation of:

A) the executive team only.
B) all members present.
C) marketing strategists only.
D) all logistics experts.

Question 29

The research department's subcommittees need to meet and update the other subcommittees of their findings.A(n)_____ meeting would best support their objective.
A.
information sharing
B.
information seeking
C.
problem solving
D.
symbolic

Question 30

In the "meeting kickoff" stage,the manager uses operating guidelines to:

A) enhance the group's ability to be self-managing.
B) explain why the participants were selected and invited to the meeting.
C) review decisions made.
D) summarize the key points discussed.

Question 31

Martha needs to have a meeting with her design team to decide on a theme and layout as well as develop a proposal for a new advertising client.Martha's objectives would best be handled by a(n)_____ meeting.

A) information dissemination
B) decision making
C) social
D) information sharing

Question 32

_____ performs the role of publicly taking notes using a flip chart or whiteboard,on issues discussed,key decisions made,and action items assigned.

A) The timekeeper
B) The scribe
C) The meeting leader
D) The facilitator

Question 33

In order to have a more efficient meeting,Susan is establishing guidelines and assigning a timekeeper to help them stay on task.At which stage of the meeting is Susan in?

A) Preliminary phase
B) Meeting kickoff
C) Summary of accomplishments
D) Evaluation

Question 34

All the following are the advantages of using technologies to facilitate virtual meetings,EXCEPT:

A) saving time and costs.
B) recruiting and retaining talent.
C) extending opportunities.
D) substituting face-to-face meetings.

Question 35

Auro,Inc.is facing difficulties on account of poor communication and the resultant low employee morale after its recent merger with Micro,Inc.In order to open lines of communication and build morale and synergy,Auro,Inc.should consider having a(n)_____ meeting.

A) information dissemination
B) decision making
C) symbolic
D) information sharing

Question 36

In an information dissemination meeting:

A) critical information is shared with members.
B) employees are assembled to solve a problem or make a decision.
C) managers share recognition for a job well done.
D) awards are given and announcements made.

Question 37

Employees typically celebrate a special event or managers share recognition for a job well done,in _____ meetings.

A) symbolic
B) problem solving
C) information dissemination
D) information sharing

Question 38

The _____ is tasked with keeping the discussion task oriented and in line with the agenda.

A) facilitator
B) meeting leader
C) recorder
D) timekeeper

Question 39

Which of the following is true of information sharing meetings?

A) These meetings require more time than decision-making meetings.
B) The purpose of these meetings is to solve problems or make decisions.
C) These meetings are helpful in sharing critical information with members.
D) In these meetings members report on group or individual progress.

Question 40

A well-defined agenda:

A) must spell out the decisions made.
B) must avoid specifying time frames.
C) must spell out the tasks and expected outcomes.
D) must not include logistical information,such as the roles individuals will play.

Question 41

A process check is done in the _____ stage of a meeting.

A) evaluation
B) presentation
C) kickoff
D) preliminary

Question 42

Explain the advantages of virtual meetings.

Question 43

In running effective meetings it is helpful to:

A) encourage the clash of personalities,not ideas.
B) avoid using time frames,allow for free flow.
C) establish ground rules for debate.
D) attend to divergent issues even if it is time-consuming.

Question 44

Write a short note on the wrap-up stage of meetings.

Question 45

In the wrap-up stage,the team leader:

A) will help the group establish operating guidelines.
B) will ask members to do a process check.
C) will plan the next meeting.
D) will review decisions made and summarize the key points discussed.

Question 46

In terms of maximizing a group's effectiveness after and between meetings,which of the following statements is true?

A) The meeting summary should be completed and sent out the same day as the meeting.
B) Minutes are always the best way to send out important information about a meeting.
C) All the work discussed needs to be done by every member of the team.
D) The process checks can help determine how the team is doing relative to its task.

Question 47

Explain the three reasons underlying the fact that meetings are a source of frustration and loss of work time.

Question 48

Which of the following is helpful in meetings?

A) Writing down the cost per minute of the meeting.
B) Avoiding setting rules for debate.
C) Announcing the adjournment time toward the end of the meeting.
D) Scheduling all internal meetings for an hour or more and have relatively longer meetings periods.

Question 49

List and explain the four general types of meetings.

Question 50

To maximize a group's effectiveness,what strategies can be implemented after or during the meeting?