Time management
According to the author, how long should an average meeting last?
20 to 30 minutes.
A) To give everyone an opportunity to create the agenda.
B) To give everyone strict orders of what they should do.
C) Allow all participants to create their own agenda.
A) To gibe everyone an opportunity to create the agenda.
Choose the correct answer for the following question.
What can be a key factor in improving both the quality of a school and the professional development of the participants?
a)The way the work is managed.
b) The way someone clarifies, rephrases, and seeks consensus.
c)The productivity of the faculty and committee meetings.
c)The productivity of the faculty and committee meetings.
What is a deciding factor that determines whether a meeting was successful or not?
The engagement of participants
You have finished choosing the participants for the upcoming meeting in your faculty, but suddenly you remember that John (someone you hadn't considered before) has been less involved recently. Should you invite John, why?
You should invite John to the meeting because in this way he can get more involved and engaged with the faculty’s activities. Also, one of the five criteria for inviting someone to a meeting include inviting someone who has been less involved recently.
Mention 2 characteristics of a meeting with POOR time administration.
A bad meeting starts late and goes on for too long.
True or false? Justify your answer.
Unless there's a genuine reason to meet, meetings should not be held.
TRUE. Otherwise, the meeting would be a waste of time.
At most meetings, people who attend them tend to see them as a...
A) lovely time to spend with co-workers
B) waste of time
C) break from their work
B) A waste of time
Fill in the blanks:
Collegiality means __________. And congeniality means __________.
Collegiality means companionship/fellowship. And congeniality means to get along.
Participants may see them as tyrannical or too strict if they limit speakers.
The best meetings have between ___ and ___ (number) of participants.
The best meetings have between 4 and 12 number of participants.
True or false? Justify your answer.
A meeting that is used to only share information is an example of a good meeting.
FALSE. This is an example of a bad meeting. This type of information should be shared in written form and does not require a meeting.
Name one type of committee.
Assessment committee, Parent communication committee, Community committee, or Diversity committee
You’re a leader of a big finance branch in a company and must give an announcement to all 50 employees. Should you hold a meeting or send an email? Why?
You should send an email because it would be a waste of time to make everyone leave their desk and stop their work for something you can easily send. Also, 50 people are too many for a meeting.
State wether the next statement is true or false, justify your answer:
When someone is running late to a meeting, we should wait five minutes for them to arrive.
FALSE
We should always start the meeting on time for respect to those that arrived at the designated hour.
Fill in the blank space:
Another effective strategy, particularly if a meeting has the potential to be difficult or contentious, is to __________________________________________.
Formally assign roles to the participants.
How many factors that make a meeting successful are there?
7
Is the leader the most important person in a meeting? Yes or no, and explain.
No, everyone is equally important. Information should be exchanged in every direction.
You are the leader of a meeting and one of the participants is taking too much time to speak. Being worried that you will not be able to talk about other issues on the agenda, what would you say in order to limit them and be polite at the same time?
[OPEN ANSWER]
Possible answer: "You are making an interesting point there, but I'm afraid that we need to move on as we are running out of time and still got a lot to cover. If there is time at the end, I'll come back later to you"
What should a leader/presenter give to the participants when limiting someone's participation?
A rationale/reason/explanation.
What 3 things can you do to change the physical setting of a meeting?
Meet in a different location, si tin different chairs and/or rearrange the furniture.
Mention 2 factors that make a meeting successful
Possible answers:
Issues of purpose, Time, Congeniality, Membership, Involvement/Engagement, Agenda, Physical Setting
Explain the Kiva format.
In a meeting of 16-20 persons, there is a round table with 8 seats. Only the people sitting at the table can talk, the other persons watch and listen while sitting in rows around the table. When a person at the table finishes talking he/she gets up and joins the rows around the table, and when a person from the rows wants to talk, he/she moves to a seat at the table, and so on.
During the week you are going to have a lot of intense meetings with your workers, where you need to plan and decide important things as a team, therefore there may be some discussions. So, what can you do/implement to prevent your workers from draining out and fighting? And why would you do that?
-You can use the kiva format to make everyone at the meetings active participants, enhance the engagement of the workers, and enable a lot of people to participate and be heard.
-Plan small activities and/or questions for every meeting, to make participants share with each other what is going on in their lives
-Take care of the physical setting in every or a lot of the meetings, by providing food, changing the locations, sitting in different chairs, and rearranging the furniture, to change the atmosphere of the last intense meeting.