Trivia Quiz On Formal Business Meeting Protocol!

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Trivia Quiz On Formal Business Meeting Protocol! - Quiz

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Questions and Answers
  • 1. 

    Which of the following reasons is a good reason for scheduling or attending a group meeting?

    • A.

      You hate to write reports and memos

    • B.

      You prefer not to do the research yourself

    • C.

      You feel lost without colleagues

    • D.

      Group input and interaction are critical

    • E.

      All of the above

    Correct Answer
    D. Group input and interaction are critical
    Explanation
    Group input and interaction are critical because they allow for different perspectives and ideas to be shared, leading to better decision-making and problem-solving. By involving multiple individuals in a meeting, there is a higher chance of generating innovative solutions and fostering collaboration. Additionally, group meetings provide a platform for knowledge sharing and learning from colleagues, which can enhance individual and collective performance. Therefore, scheduling or attending a group meeting is a good reason when group input and interaction are considered essential for achieving desired outcomes.

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  • 2. 

    Which of the following answers depicts the 3 elements of a meeting described in the textbook?

    • A.

      Structure, leadership, followership

    • B.

      Structure, schedule, chairperson

    • C.

      Conflict, cohesion, engagement

    • D.

      Members, leaders, engagement

    • E.

      Chairperson, agenda, minutes

    Correct Answer
    B. Structure, schedule, chairperson
    Explanation
    This answer accurately depicts the three elements of a meeting described in the textbook. Structure refers to the organization and framework of the meeting, schedule refers to the planned timing and duration of the meeting, and chairperson refers to the person who leads and facilitates the meeting. These three elements are essential for a successful and productive meeting.

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  • 3. 

    The meeting planning questions in your textbook include all of the following EXCEPT

    • A.

      Why are we meeting?

    • B.

      Who should attend the meeting?

    • C.

      How should we write the agenda?

    • D.

      When and where should we meet?

    • E.

      What materials do we need?

    Correct Answer
    C. How should we write the agenda?
    Explanation
    The given question asks for the exception among a list of meeting planning questions. The correct answer is "How should we write the agenda?" because it is the only question related to the format or structure of the agenda, while the other questions focus on the purpose, attendees, timing, and materials required for the meeting.

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  • 4. 

    All of the following criteria should be considered when determining who should be invited to a meeting EXCEPT

    • A.

      Individuals who will be affected directly by the outcome

    • B.

      Individuals with special expertise

    • C.

      Individuals who disagree or represent minority viewpoints

    • D.

      Individuals who have the power to implement decisions

    • E.

      Individuals who are uninvolved in the issues scheduled for discussion

    Correct Answer
    E. Individuals who are uninvolved in the issues scheduled for discussion
    Explanation
    When determining who should be invited to a meeting, it is important to consider individuals who will be affected directly by the outcome, individuals with special expertise, individuals who disagree or represent minority viewpoints, and individuals who have the power to implement decisions. However, individuals who are uninvolved in the issues scheduled for discussion should not be considered, as they may not have relevant input or contribute to the meeting's objectives.

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  • 5. 

    ______ is the outline of items to be discussed and the tasks to be accomplished at a meeting.

    • A.

      A set of minutes

    • B.

      An action item

    • C.

      An agenda

    • D.

      A report

    • E.

      A call to order

    Correct Answer
    C. An agenda
    Explanation
    An agenda is a document that outlines the items to be discussed and the tasks to be accomplished at a meeting. It serves as a guide for the participants, helping them stay focused and organized during the meeting. The agenda usually includes the meeting's objectives, topics to be covered, time allocated for each topic, and any necessary materials or preparations. By following the agenda, participants can ensure that important matters are addressed and that the meeting stays on track and productive.

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  • 6. 

    At what point in the agenda does a chairperson officially begin a meeting?

    • A.

      At the call to order

    • B.

      During the approval of agenda

    • C.

      During the approval of the previous meeting's minutes

    • D.

      After reports from individuals and sub committees

    • E.

      After unfinished business is completed

    Correct Answer
    A. At the call to order
    Explanation
    The chairperson officially begins a meeting at the call to order. This is the point in the agenda where the chairperson formally opens the meeting and establishes that it has officially begun. This typically involves the chairperson announcing that the meeting is called to order and may include other formalities such as welcoming attendees and reading any necessary statements or reminders.

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  • 7. 

    The Committee to Save the Park began a discussion of plans to organize a park clean-up day. There was not enough time during the meeting to finish the discussion. In what part of the agenda for the next meeting should this issue appear?

    • A.

      Call to order

    • B.

      Reports from individuals and subcommittees

    • C.

      Unfinished business

    • D.

      New businesses

    • E.

      Announcements

    Correct Answer
    C. Unfinished business
    Explanation
    The issue of organizing a park clean-up day should appear in the "unfinished business" section of the agenda for the next meeting. This is because the discussion began in the previous meeting but could not be completed due to lack of time. By placing it under "unfinished business," the committee can continue the discussion and make decisions regarding the park clean-up day.

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  • 8. 

    At what point in a business meeting should group members approve the agenda and mintues?

    • A.

      Right after the call to order

    • B.

      Right after routine reports are shared

    • C.

      Before the discussion of unfinished business

    • D.

      Before the discussion of new business

    • E.

      Right before final announcements by members

    Correct Answer
    A. Right after the call to order
    Explanation
    In a business meeting, the call to order is the official start of the meeting. Therefore, it is logical for group members to approve the agenda and minutes right after the call to order. This ensures that everyone is aware of the agenda items and any previous meeting minutes before proceeding with the meeting. It sets the foundation for the meeting and allows for a smooth transition into the discussion of routine reports, unfinished business, new business, and final announcements.

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  • 9. 

    According to the guidelines presented in the textbook, when is the best time to address important and difficult issues?

    • A.

      At the beginning of the meeting

    • B.

      During the middle portion of the meeting

    • C.

      During the last third of the meeting

    • D.

      At the end of the meeting

    • E.

      These times do not need to be placed on the agenda

    Correct Answer
    B. During the middle portion of the meeting
    Explanation
    The best time to address important and difficult issues is during the middle portion of the meeting. This allows for sufficient time to discuss and analyze the issues, while also ensuring that there is still enough time left in the meeting to make decisions and develop action plans. Addressing these issues too early may lead to rushed decisions, while addressing them too late may result in insufficient time for thorough discussion and resolution. Therefore, the middle portion of the meeting is considered the most appropriate time to address important and difficult issues.

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  • 10. 

    The elections committee of the Student Government Council is making preparations for the upcoming campus elections. During what part of the agenda should the elections committee chairperson report on the status of the committee's work?

    • A.

      Call to order

    • B.

      Unfinished business

    • C.

      New business

    • D.

      Announcements

    • E.

      Reports from individuals and subcommittees

    Correct Answer
    E. Reports from individuals and subcommittees
    Explanation
    During the "reports from individuals and subcommittees" part of the agenda, the elections committee chairperson should report on the status of the committee's work. This is the appropriate section of the agenda for the chairperson to provide updates and information regarding the progress and activities of the committee.

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  • 11. 

    The chairperson of a meeting should

    • A.

      Notify everyone who should attend

    • B.

      Prepare for participation in the discussion

    • C.

      Distribute minutes and reports after the meeting

    • D.

      Keep the group focused on the task

    • E.

      Do all of the above

    Correct Answer
    E. Do all of the above
    Explanation
    The chairperson of a meeting should do all of the above tasks. They should notify everyone who should attend the meeting to ensure that all necessary participants are present. They should also prepare for participation in the discussion by familiarizing themselves with the agenda and relevant materials. Additionally, they should distribute minutes and reports after the meeting to keep everyone informed. Lastly, the chairperson should keep the group focused on the task at hand by managing the discussion and ensuring that it stays on track.

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  • 12. 

    The person appointed or elected to conduct a meeting is the

    • A.

      Group leader

    • B.

      Dominator

    • C.

      Chairperson

    • D.

      Nonparticipant

    • E.

      Recorder

    Correct Answer
    C. Chairperson
    Explanation
    The correct answer is "chairperson." The chairperson is the individual who is appointed or elected to lead and conduct a meeting. They are responsible for ensuring that the meeting runs smoothly, following the agenda, maintaining order, and facilitating discussions among the participants. The chairperson plays a crucial role in keeping the meeting focused and productive.

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  • 13. 

    In order to keep a meeting moving at a comfortable pace, the chairperson should

    • A.

      Review the agenda with all members

    • B.

      Distribute materials needed for discussion of issues

    • C.

      Ask members to evaluate the meeting at the end of the meeting

    • D.

      Begin on time without waiting for latecomers

    • E.

      Avoid placing a time limit on each agenda item

    Correct Answer
    D. Begin on time without waiting for latecomers
    Explanation
    To keep a meeting moving at a comfortable pace, it is important for the chairperson to begin on time without waiting for latecomers. Waiting for latecomers can waste valuable time and disrupt the flow of the meeting. By starting on time, the chairperson sets a precedent for punctuality and ensures that the meeting stays on schedule. This allows for efficient use of time and ensures that all agenda items can be addressed within the allotted time frame.

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  • 14. 

    When members are late to a meeting, the chairperson should

    • A.

      Wait to start until all members have arrived

    • B.

      Review what has been accomplished whenever a latecomer arrives

    • C.

      Let latecomers sit without participating until they have observed enough to be able to contribute

    • D.

      Publicly reprimand latecomers

    • E.

      Assign latecomers tasks that no one else wants to do

    Correct Answer
    C. Let latecomers sit without participating until they have observed enough to be able to contribute
    Explanation
    The correct answer suggests that the chairperson should allow latecomers to sit and observe without participating until they have gathered enough information to contribute effectively. This approach promotes inclusivity and ensures that latecomers are given an opportunity to catch up and understand the discussion before actively participating. It also avoids embarrassing or reprimanding latecomers publicly, which could create a negative atmosphere in the meeting.

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  • 15. 

    What does your textbook suggest a group can do to curb the disruptive behavior of a loudmouth?

    • A.

      Interrupt the loudmouth

    • B.

      Have that person take minutes

    • C.

      Acknowledge that you understand the person's positions

    • D.

      Ask for viewpoints from other members

    • E.

      Do any or all of the above

    Correct Answer
    E. Do any or all of the above
    Explanation
    The textbook suggests that a group can curb the disruptive behavior of a loudmouth by interrupting the loudmouth, having that person take minutes, acknowledging that you understand the person's positions, asking for viewpoints from other members, or doing any or all of the above.

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  • 16. 

    A sentence such as "Let Debbie finish her point first, and then we'll hear other viewpoints" can help a group deal with a member whose disruptive behavior fits the description of a

    • A.

      Loudmouth

    • B.

      Interrupter

    • C.

      Whisperer

    • D.

      Latecomer

    • E.

      Tension releaser

    Correct Answer
    B. Interrupter
    Explanation
    The sentence suggests that the group is dealing with a member who frequently interrupts others. The phrase "Let Debbie finish her point first" indicates that someone is constantly interrupting Debbie, and the statement "and then we'll hear other viewpoints" implies that this interrupter is preventing other members from expressing their opinions. Therefore, the disruptive behavior described in the sentence aligns with the definition of an interrupter.

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  • 17. 

    The written record of a group's discussion and activities is referred to as

    • A.

      The minutes

    • B.

      An action item

    • C.

      An agenda

    • D.

      A report

    • E.

      A call to order

    Correct Answer
    A. The minutes
    Explanation
    The written record of a group's discussion and activities is referred to as "the minutes." This term is commonly used in meetings or formal gatherings to document the key points, decisions, and actions taken during the session. The minutes serve as a reference for participants to recall what was discussed and agreed upon, and they also provide a historical record of the group's activities. Unlike an agenda, which outlines the topics to be covered, or a report, which provides a detailed analysis, the minutes focus on capturing the essence of the meeting.

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  • 18. 

    Deborah Duarte and Nancy Snyder point out that "technology cannot make up for poor planning or ill-conceived meetings. In fact, it can make the situation worse." In order to avoid such problems in a virtual meeting, you should

    • A.

      Begin a virtual meeting by sharing the meeting agenda

    • B.

      Invite more people to participate because virtual meeting are typically not restricted in size due to the number of seats in a conference room

    • C.

      Make sure that participants have access to the technology and know how to use it effectively

    • D.

      Use technology you've used before so you don't have to worry about testing it prior to meeting with the group

    • E.

      Use all of the above

    Correct Answer
    C. Make sure that participants have access to the technology and know how to use it effectively
    Explanation
    The correct answer is to make sure that participants have access to the technology and know how to use it effectively. This is because Deborah Duarte and Nancy Snyder emphasize that technology alone cannot solve the problems of poor planning or ill-conceived meetings. It is important to ensure that all participants have the necessary technology and are proficient in using it to effectively participate in the virtual meeting. This will help to avoid any technical difficulties or disruptions during the meeting and ensure that everyone can fully engage in the discussion.

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  • 19. 

    All of the following statements about the minutes of a meeting are true EXCEPT

    • A.

      The format of the minutes should follow the format of the agenda

    • B.

      The more formal the meeting, the more information should be included in the minutes

    • C.

      The minutes should be accurate and impartial

    • D.

      The minutes should be a word for word record of everything that members say

    • E.

      The chair person should delegate the task of tasking minutes to other member

    Correct Answer
    D. The minutes should be a word for word record of everything that members say
    Explanation
    The minutes should be a word for word record of everything that members say.

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