Test 3. Leadership Skills - Holding Effective Meetings

published in: Leadership inventory

07 Feb
2010

Preparing and holding meetings is an integral part of manager’s duties. Meeting effectiveness depends directly on its proper preparation.

The present test can determine your knowledge depth and skills to run effective meetings.
 
You have 3 minutes to do the test.


Depending on the rightness of the 11 statements, select one of the following answers:
a/ almost always trueeffectiveness, manager
b/ often true
c/ sometimes true
d/ almost never true.

1. It is recommended that the appropriateness of each meeting, though planned a long time in advance, should be analyzed just before its holding.  If it is determined that there is no need to hold it, it should be repealed.

2. If at the outset of the meeting it becomes clear that the participants are not prepared for it, it should be postponed.

3. It is preferable to hold short agenda meetings more frequently rather than holding long agenda meetings rarely.

4. As the first item on the agenda we should include the issue with the easiest solution.

5. A list of participants should be given to all attendees simultaneously with the written meeting invitation and the agenda.

6. The invitation should specify meeting start time and end time.

7. Meetings should be held in the middle of the workday.

8. Pre-determining the participants’ seats in the meeting room is important for business atmosphere improvement.

9. If 5 minutes after the announced meeting start time 2 of the CEO deputies are not present for unknown reasons, it is appropriate to postpone the meeting.

10. In his/her opening speech, the chairman must recall meeting rules and regulations, nevertheless they have been described in the written invitation.

11. When participants in a meeting are managers of different ranks in the discussions the word should be given first to the subordinates, and afterwards - to their direct superiors.


Answers:

29-33 points - Excellent result
24-28 points - Very good
20-23 points - Good result
Any acting manager should not get score below 20 points.  If that is the case, please pay serious attention to the advices, given by the professionals in the interpretations below.

Question №
 1
 2
 3
 4
 5
 6
 7
 8
 9
10
11
almost always
 3
 2
 3
 3
 1
 2
 2
 3
 2
 3
 3
often
 2
 3
 2
 2
 2
 3
 3
 2
 3
 2
 2
sometimes
 1
 2
 1
 1
 3
 2
 2
 1
 2
 1
 1
almost never
 0
 1
 0
 0
 2
 1
 1
 0
 1
 0
 0


Interpretations:

Question 1: Do not hold unnecessary meetings!  There is plenty of bureaucracy even without them.


Question 2:  Categorical answer "almost always" is not relevant because it happens to have meetings that have to take decisions that cannot be delayed.  And in such cases the risk of getting not the best decision is to be taken.

Question 3: This is a golden rule.  Long sessions, over 4 hours, are usually ineffective.

Question 4: Psychologists consider that the fast solving of an easy topic brings confidence among the participants.  And that confidence, in turn, will contribute to the successful resolution of the other issues. The fast solution to the first question creates prerequisites and conditions for productive business atmosphere.

Question 5: If meetings are held with the same members, it is naturally not necessary to provide a list of participants.  In meetings with different members it is recommended to distribute the participants list.  And if “strangers” will join the meeting then please send also the participants’ titles.  Thus the maximum points answer is "sometimes".

Question 6: The meeting end time develops a sense of effectiveness and efficiency.  If you are just beginning to practice this technique, do not despair that the first few times you will not keep your designated end time - new skills are built a little slower.

Question 7: It is believed that in the early hours of the workday, the CEO is busy solving important and urgent operational issues. At the end of the day most people are tired.  The middle of the workday is very expansive definition and therefore the top answer is "often".

Question 8: Imagine that you are late by 1 minute for the meeting. Because you are the last attendee there is only one empty chair. Unfortunately it is next to the man you cannot endure and just opposite the man you cannot look into the face. How productive you will be in this situation? Please do not underestimate the location and relationships of participants during the meeting.

Question 9: Same as question 2.  Generally it should be postponed, but ...

Question 10: Another golden rule.

Question 11: If you give the word first to the direct superior, his subordinate, having different ideas on the matter, would hardly dare to share them.  This is the last golden rule in this test.

 

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