How to Conduct Informal Meetings

When you think of formal meetings, you might envision a meeting that has a specific agenda, strict protocol and an assigned speaker who leads discussions. There could be a person who makes notes that adhere to the exact structure and use formal language. For informal meetings, these guidelines may not be in place.

The discussion topic will influence the atmosphere and how people interact in the meeting, regardless of whether they are voting or chatting. For instance, a gathering with a sole topic of loose ends and old business can be a great opportunity to discuss important issues that were previously unfinished, and talk about how these issues will impact the future work. Similarly, a meeting with an agenda item on new business plans could be an ideal opportunity to discuss the new initiatives and assessing how they will fit into the overall business strategy.

It is essential for participants to feel comfortable in making their voice heard and not be concerned about what they might be viewed as. Consider asking a participant who is not comfortable speaking to elaborate on a subject that was brought up by a group member. This will help keep the group focused on ideas, not a clash of personalities. As the meeting progresses, it is essential to ensure that the discussion stays on the right track and there is a quorum present. It is also beneficial to follow-up with participants following the meeting to solicit feedback, since it will help to reinforce the importance of their participation in the meeting’s outcome.

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