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01 DCO Part 2 > Meeting Management > Flashcards

Meeting Management Flashcards

1
Q

To Manage a Successful Meeting what model should be used?

A

P.A.C.E.R. Model:

Meeting Management

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2
Q

What does P.A.C.E.R. Model stand for in a meeting?

A
  • Purpose:
  • Agenda:
  • Code of Conduct (ground rules):
  • Expectations:
  • Roles:

Meeting Management

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3
Q

In the P.A.C.E.R. Model what is purpose for?

A

What is the desired outcome?

Meeting Management

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4
Q

In the P.A.C.E.R. Model what is Agenda for?

A

Date/Location/Times

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5
Q

In the P.A.C.E.R. Model what is Code of Conduct for?

A

Ground rules/Parking lot

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6
Q

In the P.A.C.E.R. Model what is Expectations for?

A

Prep/work required

Meeting Management

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7
Q

In the P.A.C.E.R. Model what is Roles for?

A

Assigned roles and responsibilities

Meeting Management

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8
Q

What let’s everyone know what is in or out of bounds (Stay in your lane!)

A

Scope

Meeting Management

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9
Q

Always have what posted where EVERYONE can see it in a meeting?

A

Agenda

Meeting Management

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10
Q

An agenda should include what?

A
  • Date with starting and ending times
  • Location
  • Purpose of meeting
  • Desired outcomes
  • Ground rules
  • Agenda items (warm-up, mission review, assignments, future schedule, presentations, etc.) and person responsible for them
  • Assigned roles(Team Leader, facilitator, recorder, timekeeper)

Meeting Management

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11
Q

What is a Designated place where team members may record ideas for later consideration

A

Parking Lot

Meeting Management

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12
Q

What Permits the agenda to stay on schedule

A

Parking Lot

Meeting Management

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13
Q

What Provides an orderly way to deal with items that are not on the agenda

A

Parking Lot

Meeting Management

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14
Q

What is a Visual Reminder to return to ideas not relevant to the topic at hand

A

Parking Lot

Meeting Management

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15
Q

Encourages equal participation in a meeting by what?

A

recording everyone’s input

Meeting Management

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16
Q

What is an ideal team size for a meeting?

A

7 members (5-9 members)

Meeting Management

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17
Q

What happens in a meeting with to big of a team?

A

More disagreements

Meeting Management

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18
Q

What happens if the meeting with to small of a team?

A

agreement and ask more questions

Meeting Management

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19
Q

What are the 7 jobs in a meeting?

A
  • Team Leader
  • Facilitator
  • Timekeeper
  • Scribe
  • Recorder
  • Participant
  • Subject Matter Expert (SME)

Meeting Management

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20
Q

Who in the meeting does Owns the content

A

Team Leader

Meeting Management

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21
Q

Who in the meeting does Manages the project

A

Team Leader

Meeting Management

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22
Q

Who in the meeting does Sends out the agenda to team members

A

Team Leader

Meeting Management

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23
Q

Who in the meeting does Sets the direction and goal

A

Team Leader

Meeting Management

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24
Q

Who in the meeting does Establishes the scope

A

Team Leader

Meeting Management

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25
Who in the meeting does Contributes ideas during the meeting
Team Leader Meeting Management
26
Who in the meeting does Makes the final decision if necessary
Team Leader Meeting Management
27
Who in the meeting does Owns the process
Facilitator Meeting Management
28
Who in the meeting does Remains neutral throughout the meeting
Facilitator Meeting Management
29
Who in the meeting does Doesn’t evaluate / contributes ideas
Facilitator Meeting Management
30
Who in the meeting does Keeps the discussion on track
Facilitator Meeting Management
31
Who in the meeting does Provides agenda guidance
Facilitator Meeting Management
32
Who in the meeting does Suggests alternative methods / procedures
Facilitator Meeting Management
33
Who in the meeting does Helps group find “win / win” solutions
Facilitator Meeting Management
34
Who in the meeting does Keeps track of time
Time Keeper Meeting Management
35
Who in the meeting does Notifies Facilitator/Group when designated times have been reached
Time Keeper Meeting Management
36
Who in the meeting does Participates in discussion
Time Keeper Meeting Management
37
Who in the meeting does Stays out of content (doesn’t provide input)
Scribe Meeting Management
38
Who in the meeting does Records group ideas and decisions
Scribe Meeting Management
39
Who in the meeting does Does not edit
Scribe Meeting Management
40
Who in the meeting does Frees the Facilitator from the distraction of writing
Scribe Meeting Management
41
Who in the meeting does Records and distributes meeting minutes
Recorder Meeting Management
42
Who in the meeting does Contribute input, ideas, and opinions
Participants Meeting Management
43
Who in the meeting does Captures information so that non- attendees can follow the group’s train of thought
Recorder Meeting Management
44
Who in the meeting does Listen to others
Participants Meeting Management
45
Who in the meeting does Clarify their input as necessary
Participants Meeting Management
46
Who in the meeting does Use good team process skills
Participants Meeting Management
47
Who in the meeting does May be Subject Matter Experts (SMEs)
Participants Meeting Management
48
What is the advantage of a structured Brainstorming Techniques:
each person has an equal chance to participate, regardless of rank or personality Meeting Management
49
What is the disadvantage of a structured Brainstorming Techniques:
lack of spontaneity / rigid / restrictive Meeting Management
50
How do you do structured brainstorming?
Solicit one idea from each person in sequence Meeting Management
51
Does someone have to give an idea in a structured brainstorming?
People may elect to “pass” if nothing comes to mind Meeting Management
52
What is the advantage of a unstructured Brainstorming Techniques:
members can build off ideas (synergy) / relaxed atmosphere / comfortable for extroverts Meeting Management
53
What is the disadvantage of a unstructured Brainstorming Techniques:
less assertive or lower ranking members may not contribute / uncomfortable for introverts Meeting Management
54
How do you do unstructured brainstorming?
People simply contribute ideas as they come to mind. Meeting Management
55
What is the advantage of a Silent structured Brainstorming Techniques:
prevents disruptive “analysis” comments, undue influence; provides confidentiality, comfortable for introverts Meeting Management
56
What is the disadvantage of a Silent structured Brainstorming Techniques:
lost synergy inherent with open discussion; best used w/other techniques, uncomfortable for extroverts Meeting Management
57
How do you do Silent structured brainstorming?
* People write ideas individually on sticky notes / small pieces of paper * Facilitator collects ideas and posts for all to view Meeting Management
58
That three things should you do after brainstorming?
* Combine similar items * Discuss each item–in turn–on its own merits * Offer each member one final chance to add items Meeting Management
59
During a meeting what is a Quick, easy method to ascertain which items on the list are most relevant
Multi-Voting Meeting Management
60
During a meeting what is a Pares down larger lists to manageable few
Multi-Voting Meeting Management
61
During a meeting what is a Best suited for large groups and long lists
Multi-Voting Meeting Management
62
What are the 6 steps to to multi-voting
1. Combine like items 2. Letter the choices 3. Use the half-and-half rule 4. Vote 5. Compile 6. Reduce the list Meeting Management
63
Why do you do the Combine like items part of multi-voting before you vote?
prevents splitting votes for essentially the same thing. Meeting Management
64
What do you do the Letter the choices part of the multi-voting?
this makes tabulating the votes easier. Meeting Management
65
What do you do in the Use the half-and-half rule port of the multi-voting?
each member gets a number of votes equal to half the total number of items. Each member gets up to half the number of votes to place on any one item Meeting Management
66
What do you do in the Vote part of the multi-voting?
each member votes privately on a slip for items they believe to be the highest priority Meeting Management
67
What do you do in the Compile part of the multi-voting?
total points given to each item. Meeting Management
68
What do you do in the Reduce the list part of the multi-voting?
highlight the items that received the highest point total. Meeting Management
69
What are the three parts of a Meeting Follow-Up?
* Assign tasks to members with timelines for completion * Recorder e-mails meeting “minutes” * Schedule follow-up in calendar Meeting Management
70
What are some of the traits of an effective meeting?
Focused goal Focused agenda Clear roles Evaluation of meeting effectiveness Meeting Management
71
What does the P.A.C.E.R. model stand for?
Purpose Agenda Code of Conduct Expectations Roles Meeting Management
72
What tool can you use to record items for later consideration so the meeting stays on track?
The Parking Lot Meeting Management
73
Regarding meeting roles, which person remains neutral during the meeting and keeps the discussion on track?
The Facilitator Meeting Management
74
What are the 3 types of brainstorming?
Structured Unstructured Silent Meeting Management

01 DCO Part 2 (20 decks)

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