Topic 8 (Chapt. 19)

Question 1

When does a meeting take place and what is the purpose

Answer 1

When two or more people assemble to communicate

• problems are solved
• decisions are made
• actions are planned and taken
• information is shared
• group morale is boosted
• communication quality and quantity are maximised
• satisfaction, rapport, synergy and effectiveness are experienced by all present

Question 2

List the types of meetings

Answer 2

• public meeting, private, briefing, feedback, board, annual general (AGM), extraordinary general meeting (EGM), team/departmental meeting, standing committee, ad hoc committee, executive committee, negociation, problem-solving, informal

Question 3

Define ‘Consitution’

Answer 3

Document setting out broad structures and requirements of an organisation

Question 4

Define ‘standing order’

Answer 4

Document setting out specific procedures for conducting business in meetings

Question 5

Define ‘motion’

Answer 5

A formal proposal for action or change put to a meeting that calls for those present to vote for or against it

Question 6

Define ‘amendment’

Answer 6

A formal proposal for change to a motion; an amendment may qualify, but not negate, the intent of the original motion

Question 7

Define ‘chairperson’

Answer 7

Office-holder who presides over a meeting according to established rules and conventions, also known as the chair

Question 8

Define ‘secretary’

Answer 8

Keeps written records of the meeting and works with the chairperson on managing the meeting process

Question 9

Define ‘hidden agenda’

Answer 9

Unstated purpose or intention pursued convertly by one or a few members of a meeting to manipulate the outcome of the meeting

Question 10

What is the meeting planning process?

Answer 10

Plan –> Set agenda –> Meet –> take minutes

Question 11

What is the ‘meeting rule of thirds’?

Answer 11

Opening phase
- opening
- appologies
- minutes
- corresponence
- reports
Middle phase
- debate on major motions
Closing phase
- action planned
- general business
- closing

Question 12

Define ‘Basic interacting group (BIG)’

Answer 12

A group that meets and uses the authoriy of the leader and/or voting to make decisions and solve problems, rather than using special techniques such as consensus, brainstorming and nominal group technique

Question 13

Define ‘Support of individual or leader’

Answer 13

A situation where most power resides with one person, and the group of meeting works primarily to support that person

Question 14

Define ‘voting’

Answer 14

The expression of preferecnes through voices, show of hands or ballots

Question 15

Define ‘pooled ignorance’

Answer 15

A situation in which a majority of people believe something, but their belief is wrong

Question 16

Define ;consensus’

Answer 16

A method of reaching agreemetn without voting

Question 17

Define ‘brainstorming’

Answer 17

A method of creating ideas by deferring premature judgement and concentrating initially on quantity rather than quality of ideas

Question 18

Define ‘Delphi method’

Answer 18

A method of group decision making and problem solving, involving polling geographically dispersed experts using questionnaires to quantify opinions and predictions

Question 19

Define ‘nominal group technique’

Answer 19

A method of group decision making and problem solving involving minimal verbal interaction

Question 20

Define ‘improved nominal group technique’

Answer 20

A method of group decision making and problem solving involving minimal verbal interaction, and ideas submitting to a meeting prior to the meeting.

Question 21

Define ‘virtual meeting’

Answer 21

Situation in which people communicate with each other using technology rather than face-to-face interaction

Question 22

Define ‘topless meeting’

Answer 22

Meeting in which laptop computers and other technological devices are banned because they may distract from real work getting done in the meeting