Meeting Management Flashcards
To Manage a Successful Meeting what model should be used?
P.A.C.E.R. Model:
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What does P.A.C.E.R. Model stand for in a meeting?
- Purpose:
- Agenda:
- Code of Conduct (ground rules):
- Expectations:
- Roles:
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In the P.A.C.E.R. Model what is purpose for?
What is the desired outcome?
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In the P.A.C.E.R. Model what is Agenda for?
Date/Location/Times
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In the P.A.C.E.R. Model what is Code of Conduct for?
Ground rules/Parking lot
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In the P.A.C.E.R. Model what is Expectations for?
Prep/work required
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In the P.A.C.E.R. Model what is Roles for?
Assigned roles and responsibilities
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What let’s everyone know what is in or out of bounds (Stay in your lane!)
Scope
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Always have what posted where EVERYONE can see it in a meeting?
Agenda
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An agenda should include what?
- 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)
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What is a Designated place where team members may record ideas for later consideration
Parking Lot
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What Permits the agenda to stay on schedule
Parking Lot
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What Provides an orderly way to deal with items that are not on the agenda
Parking Lot
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What is a Visual Reminder to return to ideas not relevant to the topic at hand
Parking Lot
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Encourages equal participation in a meeting by what?
recording everyone’s input
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What is an ideal team size for a meeting?
7 members (5-9 members)
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What happens in a meeting with to big of a team?
More disagreements
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What happens if the meeting with to small of a team?
agreement and ask more questions
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What are the 7 jobs in a meeting?
- Team Leader
- Facilitator
- Timekeeper
- Scribe
- Recorder
- Participant
- Subject Matter Expert (SME)
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Who in the meeting does Owns the content
Team Leader
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Who in the meeting does Manages the project
Team Leader
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Who in the meeting does Sends out the agenda to team members
Team Leader
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Who in the meeting does Sets the direction and goal
Team Leader
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Who in the meeting does Establishes the scope
Team Leader
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Who in the meeting does Contributes ideas during the meeting
Team Leader
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Who in the meeting does Makes the final decision if necessary
Team Leader
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Who in the meeting does Owns the process
Facilitator
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Who in the meeting does Remains neutral throughout the meeting
Facilitator
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Who in the meeting does Doesn’t evaluate / contributes ideas
Facilitator
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Who in the meeting does Keeps the discussion on track
Facilitator
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Who in the meeting does Provides agenda guidance
Facilitator
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Who in the meeting does Suggests alternative methods / procedures
Facilitator
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Who in the meeting does Helps group find “win / win” solutions
Facilitator
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Who in the meeting does Keeps track of time
Time Keeper
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Who in the meeting does Notifies Facilitator/Group when designated times have been reached
Time Keeper
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Who in the meeting does Participates in discussion
Time Keeper
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Who in the meeting does Stays out of content (doesn’t provide input)
Scribe
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Who in the meeting does Records group ideas and decisions
Scribe
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Who in the meeting does Does not edit
Scribe
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Who in the meeting does Frees the Facilitator from the distraction of writing
Scribe
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Who in the meeting does Records and distributes meeting minutes
Recorder
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Who in the meeting does Contribute input, ideas, and opinions
Participants
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Who in the meeting does Captures information so that non- attendees can follow the group’s train of thought
Recorder
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Who in the meeting does Listen to others
Participants
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Who in the meeting does Clarify their input as necessary
Participants
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Who in the meeting does Use good team process skills
Participants
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Who in the meeting does May be Subject Matter Experts (SMEs)
Participants
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What is the advantage of a structured Brainstorming Techniques:
each person has an equal chance to participate, regardless of rank or personality
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What is the disadvantage of a structured Brainstorming Techniques:
lack of spontaneity / rigid / restrictive
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How do you do structured brainstorming?
Solicit one idea from each person in sequence
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Does someone have to give an idea in a structured brainstorming?
People may elect to “pass” if nothing comes to mind
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What is the advantage of a unstructured Brainstorming Techniques:
members can build off ideas (synergy) / relaxed atmosphere / comfortable for extroverts
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What is the disadvantage of a unstructured Brainstorming Techniques:
less assertive or lower ranking members may not contribute / uncomfortable for introverts
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How do you do unstructured brainstorming?
People simply contribute ideas as they come to mind.
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What is the advantage of a Silent structured Brainstorming Techniques:
prevents disruptive “analysis” comments, undue influence; provides confidentiality, comfortable for introverts
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What is the disadvantage of a Silent structured Brainstorming Techniques:
lost synergy inherent with open discussion; best used w/other techniques, uncomfortable for extroverts
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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
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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
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During a meeting what is a Quick, easy method to ascertain which items on the list are most relevant
Multi-Voting
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During a meeting what is a Pares down larger lists to manageable few
Multi-Voting
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During a meeting what is a Best suited for large groups and long lists
Multi-Voting
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What are the 6 steps to to multi-voting
- Combine like items
- Letter the choices
- Use the half-and-half rule
- Vote
- Compile
- Reduce the list
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Why do you do the Combine like items part of multi-voting before you vote?
prevents splitting votes for essentially the same thing.
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What do you do the Letter the choices part of the multi-voting?
this makes tabulating the votes easier.
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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
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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
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What do you do in the Compile part of the multi-voting?
total points given to each item.
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What do you do in the Reduce the list part of the multi-voting?
highlight the items that received the highest point total.
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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
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What are some of the traits of an effective meeting?
Focused goal
Focused agenda
Clear roles
Evaluation of meeting effectiveness
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What does the P.A.C.E.R. model stand for?
Purpose
Agenda
Code of Conduct
Expectations
Roles
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What tool can you use to record items for later consideration so the meeting stays on track?
The Parking Lot
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Regarding meeting roles, which person remains neutral during the meeting and keeps the discussion on track?
The Facilitator
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What are the 3 types of brainstorming?
Structured
Unstructured
Silent
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