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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:

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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:

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3
Q

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

A

What is the desired outcome?

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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

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7
Q

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

A

Assigned roles and responsibilities

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8
Q

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

A

Scope

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9
Q

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

A

Agenda

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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

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12
Q

What Permits the agenda to stay on schedule

A

Parking Lot

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13
Q

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

A

Parking Lot

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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

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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)

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17
Q

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

A

More disagreements

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18
Q

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

A

agreement and ask more questions

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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)

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20
Q

Who in the meeting does Owns the content

A

Team Leader

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21
Q

Who in the meeting does Manages the project

A

Team Leader

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22
Q

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

A

Team Leader

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23
Q

Who in the meeting does Sets the direction and goal

A

Team Leader

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24
Q

Who in the meeting does Establishes the scope

A

Team Leader

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25
Q

Who in the meeting does Contributes ideas during the meeting

A

Team Leader

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26
Q

Who in the meeting does Makes the final decision if necessary

A

Team Leader

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27
Q

Who in the meeting does Owns the process

A

Facilitator

Meeting Management

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28
Q

Who in the meeting does Remains neutral throughout the meeting

A

Facilitator

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29
Q

Who in the meeting does Doesn’t evaluate / contributes ideas

A

Facilitator

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30
Q

Who in the meeting does Keeps the discussion on track

A

Facilitator

Meeting Management

31
Q

Who in the meeting does Provides agenda guidance

A

Facilitator

Meeting Management

32
Q

Who in the meeting does Suggests alternative methods / procedures

A

Facilitator

Meeting Management

33
Q

Who in the meeting does Helps group find “win / win” solutions

A

Facilitator

Meeting Management

34
Q

Who in the meeting does Keeps track of time

A

Time Keeper

Meeting Management

35
Q

Who in the meeting does Notifies Facilitator/Group when designated times have been reached

A

Time Keeper

Meeting Management

36
Q

Who in the meeting does Participates in discussion

A

Time Keeper

Meeting Management

37
Q

Who in the meeting does Stays out of content (doesn’t provide input)

A

Scribe

Meeting Management

38
Q

Who in the meeting does Records group ideas and decisions

A

Scribe

Meeting Management

39
Q

Who in the meeting does Does not edit

A

Scribe

Meeting Management

40
Q

Who in the meeting does Frees the Facilitator from the distraction of writing

A

Scribe

Meeting Management

41
Q

Who in the meeting does Records and distributes meeting minutes

A

Recorder

Meeting Management

42
Q

Who in the meeting does Contribute input, ideas, and opinions

A

Participants

Meeting Management

43
Q

Who in the meeting does Captures information so that non- attendees can follow the group’s train of thought

A

Recorder

Meeting Management

44
Q

Who in the meeting does Listen to others

A

Participants

Meeting Management

45
Q

Who in the meeting does Clarify their input as necessary

A

Participants

Meeting Management

46
Q

Who in the meeting does Use good team process skills

A

Participants

Meeting Management

47
Q

Who in the meeting does May be Subject Matter Experts (SMEs)

A

Participants

Meeting Management

48
Q

What is the advantage of a structured Brainstorming Techniques:

A

each person has an equal chance to participate, regardless of rank or personality

Meeting Management

49
Q

What is the disadvantage of a structured Brainstorming Techniques:

A

lack of spontaneity / rigid / restrictive

Meeting Management

50
Q

How do you do structured brainstorming?

A

Solicit one idea from each person in sequence

Meeting Management

51
Q

Does someone have to give an idea in a structured brainstorming?

A

People may elect to “pass” if nothing comes to mind

Meeting Management

52
Q

What is the advantage of a unstructured Brainstorming Techniques:

A

members can build off ideas (synergy) / relaxed atmosphere / comfortable for extroverts

Meeting Management

53
Q

What is the disadvantage of a unstructured Brainstorming Techniques:

A

less assertive or lower ranking members may not contribute / uncomfortable for introverts

Meeting Management

54
Q

How do you do unstructured brainstorming?

A

People simply contribute ideas as they come to mind.

Meeting Management

55
Q

What is the advantage of a Silent structured Brainstorming Techniques:

A

prevents disruptive “analysis” comments, undue influence; provides confidentiality, comfortable for introverts

Meeting Management

56
Q

What is the disadvantage of a Silent structured Brainstorming Techniques:

A

lost synergy inherent with open discussion; best used w/other techniques, uncomfortable for extroverts

Meeting Management

57
Q

How do you do Silent structured brainstorming?

A
  • People write ideas individually on sticky notes / small pieces of paper
  • Facilitator collects ideas and posts for all to view

Meeting Management

58
Q

That three things should you do after brainstorming?

A
  • Combine similar items
  • Discuss each item–in turn–on its own merits
  • Offer each member one final chance to add items

Meeting Management

59
Q

During a meeting what is a Quick, easy method to ascertain which items on the list are most relevant

A

Multi-Voting

Meeting Management

60
Q

During a meeting what is a Pares down larger lists to manageable few

A

Multi-Voting

Meeting Management

61
Q

During a meeting what is a Best suited for large groups and long lists

A

Multi-Voting

Meeting Management

62
Q

What are the 6 steps to to multi-voting

A
  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
Q

Why do you do the Combine like items part of multi-voting before you vote?

A

prevents splitting votes for essentially the same thing.

Meeting Management

64
Q

What do you do the Letter the choices part of the multi-voting?

A

this makes tabulating the votes easier.

Meeting Management

65
Q

What do you do in the Use the half-and-half rule port of the multi-voting?

A

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
Q

What do you do in the Vote part of the multi-voting?

A

each member votes privately on a slip for items they believe to be the highest priority

Meeting Management

67
Q

What do you do in the Compile part of the multi-voting?

A

total points given to each item.

Meeting Management

68
Q

What do you do in the Reduce the list part of the multi-voting?

A

highlight the items that received the highest point total.

Meeting Management

69
Q

What are the three parts of a Meeting Follow-Up?

A
  • Assign tasks to members with timelines for completion
  • Recorder e-mails meeting “minutes”
  • Schedule follow-up in calendar

Meeting Management

70
Q

What are some of the traits of an effective meeting?

A

Focused goal
Focused agenda
Clear roles
Evaluation of meeting effectiveness

Meeting Management

71
Q

What does the P.A.C.E.R. model stand for?

A

Purpose
Agenda
Code of Conduct
Expectations
Roles

Meeting Management

72
Q

What tool can you use to record items for later consideration so the meeting stays on track?

A

The Parking Lot

Meeting Management

73
Q

Regarding meeting roles, which person remains neutral during the meeting and keeps the discussion on track?

A

The Facilitator

Meeting Management

74
Q

What are the 3 types of brainstorming?

A

Structured
Unstructured
Silent

Meeting Management

01 DCO Part 2 (20 decks)

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