Leadership Week 11 - Communication and Meetings

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Questions and Answers

What is the primary goal of a project meeting?

To accomplish specific project work and objectives (correct)

To update team members on their individual tasks

To reduce project scope

To allocate project budgets

What is the first consideration when planning a project meeting?

Establish whether the meeting is necessary (correct)

Determine the list of attendees

Confirm the venue

Prepare the meeting materials

What should be included in a meeting agenda?

Meeting start and end times, topics, and presenters (correct)

Budget estimates for the project

Personal details of attendees

Detailed project risk analysis

Which technique helps ensure all attendees have an opportunity to contribute during a meeting?

Round Robin technique Signup and view all the answers

Which of the following is a key element of GREAT meetings?

Goal, Roles, Expectations, Agenda, Time Signup and view all the answers

What should be done after the meeting to ensure follow-up actions are clear?

Distribute meeting notes and action items within 24-48 hours Signup and view all the answers

What is a key consideration for virtual meetings?

Ensuring that all participants understand the technology and have access to it Signup and view all the answers

Which of the following is an advantage of virtual meetings?

Saves time and costs Signup and view all the answers

What are operational distance factors in virtual meetings?

Team size and competing demands Signup and view all the answers

What is a disadvantage of virtual teams?

Limited interaction and difficulty understanding emotions Signup and view all the answers

Which factor in virtual distance includes differences in communication styles and attitudes towards work?

Cultural Distance Signup and view all the answers

Which element should be used to assess whether a meeting is needed?

The purpose and objective of the meeting Signup and view all the answers

What is the key focus of an effective project status report?

Honest and thorough status on project progress, risks, and milestones Signup and view all the answers

When should project status reports generally be distributed?

At the same time each week Signup and view all the answers

What type of information should be avoided in project status reports?

Static information and excessive detail on project background Signup and view all the answers

Which component is NOT part of a typical project status report?

Team bios Signup and view all the answers

How should bad news be communicated in a project setting?

In person first, along with potential solutions Signup and view all the answers

What is the primary goal of facilitation during meetings?

To help teams establish common objectives and assist in planning Signup and view all the answers

Which role does a project manager play during difficult meetings?

Facilitator, mediator, or moderator Signup and view all the answers

What is the role of a moderator in a meeting?

To lead a discussion by telling each person when to speak Signup and view all the answers

What is the primary purpose of a facilitator in a meeting?

To support everyone to do their best thinking by encouraging full participation Signup and view all the answers

Which of the following tools can be used by facilitators to keep meetings engaging?

Decision making techniques, brainstorming, and action planning Signup and view all the answers

What is an important preparation step for facilitators before conducting a meeting?

Create an agenda allowing all ideas to be heard Signup and view all the answers

What should be done if a meeting participant is not paying attention during a meeting?

Assign them a role to help focus their time Signup and view all the answers

What is the main goal of decision-making techniques in meetings?

To obtain consensus or an agreement on important issues Signup and view all the answers

Which of the following is a key feature of autocratic decision-making?

One person making decisions for the group Signup and view all the answers

What is one technique to deal with dominant participants in a meeting?

Remind them of the team ground rules and place their issues at the end of the agenda Signup and view all the answers

Which type of decision-making involves defining the problem, exploring options, and selecting the best solutions based on weighted criteria?

Multi-criteria decision-making analysis Signup and view all the answers

What is a critical skill for facilitators to develop when managing group meetings?

Promoting mutual understanding and cultivating shared responsibility Signup and view all the answers

How can a facilitator manage 'ramblers' during meetings?

Timebox their discussions and focus them on the agenda Signup and view all the answers

What is an effective tool for capturing information during group activities?

Flipchart or whiteboard Signup and view all the answers

What type of communication do project status reports primarily use?

Written communication Signup and view all the answers

What should be avoided when delivering a project status report?

Sending bad news without discussing it first with key stakeholders Signup and view all the answers

What is an effective strategy for communicating with senior stakeholders?

Highlight project success criteria and benefits without excessive detail Signup and view all the answers

Which of the following is a virtual distance factor that impacts virtual team communication?

Temporal distance, team size, and organizational distance Signup and view all the answers

What is an example of affinity distance in virtual teams?

Cultural values and similarities in communication styles Signup and view all the answers

What is the primary role of a mediator in project meetings?

To facilitate discussions between conflicting parties and help reach a fair resolution Signup and view all the answers

What should a project manager consider before compiling status reports?

The audience of the reports and their expectations Signup and view all the answers

Which of the following is an advantage of using a facilitator in project meetings?

Increased participation and support for different learning styles Signup and view all the answers

What is a key consideration for project managers when deciding the format of communication to stakeholders?

Delivering the right type of communication at the right time to each stakeholder Signup and view all the answers

What is an appropriate method for managing team members who are multitasking during virtual meetings?

Stop talking and wait for their attention Signup and view all the answers

What does 'facilitating group decision-making' involve?

Encouraging open discussion and using tools like brainstorming to reach a decision Signup and view all the answers

How should a facilitator manage 'combative' participants during brainstorming sessions?

Encourage them to share their opinions and try to direct them constructively Signup and view all the answers

Which type of distance involves the extent to which team members are separated by time zones?

Temporal Distance Signup and view all the answers

Which type of decision-making involves a systematic approach using a decision matrix?

Multi-criteria decision-making analysis Signup and view all the answers

What is the role of a facilitator in a project meeting?

To encourage full participation and promote mutual understanding Signup and view all the answers

What is one way to effectively run a project team meeting?

State the meeting objective clearly at the beginning Signup and view all the answers

What is an effective practice after completing a project team meeting?

Document open action items and distribute meeting notes within 24-48 hours Signup and view all the answers

How can project managers enhance the effectiveness of virtual meetings?

Engage participants by asking questions and conducting roll call Signup and view all the answers

What is the key focus of the facilitator’s checklist?

Understanding the goals of the meeting and ensuring full participation Signup and view all the answers

Study Notes

Project Meetings

Primary goal is to accomplish specific project work and objectives, focusing on outcomes rather than simple updates.
Necessary to assess if a meeting is required before planning, prioritizing the purpose and objectives over logistics.
A well-structured agenda should include meeting times, topics, and presenters to guide discussions effectively.
The Round Robin technique ensures all attendees can contribute, promoting inclusive dialogue.

GREAT Meetings Framework

Components include Goals, Roles, Expectations, Agenda, and Time, which ensure meetings are purposeful and organized.
Follow-up actions should be clarified post-meeting by distributing notes and action items within 24-48 hours for accountability.

Virtual Meeting Considerations

Key factor is ensuring all participants have a grasp of the technology and access, especially in a diverse time zone environment.
Advantages include cost and time savings, while challenges may arise from limited interaction and communication barriers.

Communication in Project Status Reports

Focus should be on providing an honest and thorough status of project progress, risks, and milestones rather than excessive details.
Project status reports should be distributed regularly, ideally at the same time each week, to maintain transparency.

Role of Facilitators

Facilitators are responsible for promoting participation and mutual understanding among team members during discussions.
Techniques for effective facilitation include using decision-making tools, managing dominant voices, and ensuring inclusivity during brainstorming sessions.

Managing Meeting Dynamics

Important to handle disengaged participants by assigning them roles to refocus their attention.
Techniques for managing "ramblers" and "combative" participants include timeboxing discussions and encouraging constructive dialogue.

Decision-Making Approaches

Multi-criteria decision-making analysis helps identify the best solutions based on weighted criteria, differing from autocratic methods where one person decides for the group.
Consensus-building is essential for obtaining agreement on key issues during meetings.

Effective Communication with Stakeholders

Communication should be tailored to the audience, highlighting success criteria and project benefits without overwhelming details.
Utilizing a combination of verbal and written communication ensures clarity and fosters stakeholder engagement.

Best Practices Post-Meeting

Documenting open action items and distributing notes quickly enhances accountability and ensures clarity on next steps.
Regular engagement during virtual meetings, such as asking questions and conducting roll calls, helps maintain focus and involvement.

Understanding Distance Factors

Virtual distance factors affecting communication include temporal, cultural, and organizational distances, all influencing team dynamics.
Affinity distance reflects similarities in communication styles and cultural values, crucial for fostering team cohesion in diverse settings.

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Description

This quiz tests your understanding of the fundamental objectives and considerations when planning project meetings. Evaluate your knowledge on meeting goals, attendee management, and more essential aspects of effective project management.