When you think of formal meetings, you might envision a gathering with a defined agenda, strict protocols, and an appointed speaker who leads discussions. There might be a person who takes notes that follow certain guidelines and use formal language. These conventions may not be in place at informal meetings.

The topic of the meeting will largely determine the atmosphere and how people interact whether it’s in discussion or voting. A meeting that has the sole issue of old work and loose ends can be a great opportunity to discuss significant issues which have not been completed and how they impact future work. Also, a meeting that has an agenda item on new business plans could provide an ideal opportunity to discuss these new initiatives, and assessing how they relate to the overall business strategy.

It is important that participants feel comfortable sharing their ideas in the meeting, and that they do not worry about how their ideas will be accepted. Consider asking a member who is not comfortable speaking to elaborate on a topic suggested by another member of the group. This can help keep the group focused on the ideas itself rather than the possibility of a clash of personalities. As the meeting progresses, it is vital to ensure that the conversation remains on topic and that the quorum of participants is present. It is a good idea to follow-up with attendees after the meeting to ask for feedback. This will increase their importance in the outcome of the meeting.

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