A formal meeting is a regulated discussion on a predetermined topic and objectives, typically led by a chairperson and documented in a written document known as minutes. These meetings are very organized and require an extensive amount of planning. They also assign specific roles to participants to ensure that the discussion on the right track.
The majority of business meetings held every day fall into the informal category, such as staff catch-ups and brainstorming sessions. However, more strategic discussions of high-stakes matters like company strategy budget cuts, project management often take place at formal meetings. The main difference between formal and informal meetings is that informal meetings tend to have a looser structure and more fluid discussions.
Formal meetings are also more likely to follow strict procedures, like an agenda, a distinct structure for notes made by the notetaker who is an official and formal language in those notes. Anyone who isn’t at the meeting in person are able to later review and access this information later.
In order to run a successful meeting it is essential that participants arrive with the reports and data they need. For example using a meeting software that includes a task manager for meetings to send reminders and tasks to attendees is a great way to ensure everyone is prepared to move on to the next phase of the process. Then, once the meeting is over it’s crucial to follow up with attendees to provide a recap of what was discussed, to highlight the most important actions and get feedback to ensure that the next meetings are more effective.
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