Prepare
Include an agenda at least "__" hours in advance.
24
A person would be using this when they mark you and others' calendars with the meeting time and place.
Reminder System
Offering ideas or suggestions in an effort to find a solution to a problem or create a new approach.
brainstorming
What is an action plan?
Monitor the "__" for questions or raised hands. (virtual)
Chat
It is the responsibility of this assigned person to prepare the meeting agenda, open the meeting, facilitate discussion and keep the conversation focused and balanced .
Chairperson
Besides equipment, list 5 important materials that you would need for a meeting.
notepads, pencils, file folders, ID badges, parking stickers, handouts etc.
A common agreement or mutual understanding.
Never end a meeting without communicating what is "__"
Next
T/F: When asking questions during a meeting, it's important to pause for a response.
True
What are 4 guidelines or suggestions to consider when planning a meeting or 4 things that need to be done?
Create a meeting folder
Determine a meeting time
Reserve a meeting room
Create an agenda
Arrange for needed equipment
Notify the participants
Always communicate the "___" of the meeting up front.
Purpose
What are 3 factors to remember when recording the minutes of a meeting?
It must be a clear and accurate record of what took place.
Should not be a word-for-word transcript.
It should make note of all important information
It should give an accurate and complete account of what happened.
Identify two follow- activities.
Make a calendar or reminder task cards
Prepare the minutes
Ask the chairperson to review the minutes before they are distributed.
Write thank-you letters to speakers or resource persons.
Add items to the agenda for the next meeting.
During what stages of a meeting is meeting etiquette important?
All stages
List the 3 types of seating arrangement and describe the purpose of each.
Round table or Circle- To seek a cooperative form of decision-making.
U-shaped arrangement- To maintain eye contact with everyone and limit conversations.
rectangular layout- Allows the leader to control the discussion
Generally, whose responsibility is it to admit external participants to the call? (virtual)
Facilitator
Draw lines through the incorrect words and the proper insertions should be made above them.
Always leave time for "__".
Questions
Is it important for the presenter, participant or both to confirm your role in advance of a meeting?
Both
List the first 5 parts of a meeting agenda in the correct order.
Call to order
Roll Call
Reading of the minutes
Treasurer's Report
Committee Reports
Describe what it means to "prepare the meeting room". Describe 3 details
Seating should be arranged to fit the meeting style. Presentation aids, visuals, and equipment should be in the room. The equipment should be working properly. The room should be arranged in which all participants can be seen and heard.
Identify this proofreader's mark. #
Add a space
Explain the difference between motion and second
A second is a formal statement that shows support for a motion.
What are 3 nonaggressive but assertive communication styles when leading a meeting?
Make the goal clear
Be familiar with the material and have relevant documents.
Offer suggestions and ask questions
Be willing to listen to others
Manage the time
Keep the meeting on topic
Ensure that all participants have an opportunity to take part in the discussion.
Remain open to new and creative approaches.
Identify the duties or tasks assigned.