A formal meeting is a structured discussion on a predetermined topic and goals, usually led by a chairperson. The meeting is recorded in a record known as minutes. The meetings are organized with a lot of planning, and assigning specific roles to various people to ensure that things stay on to track.
Most day-to-day business meetings are informal in nature such as staff meetings and brainstorming sessions. However more strategic discussions about important matters such as company strategy budget cuts, project management often take place at formal meetings. The primary distinction between informal and formal meetings is that informal ones tend to be more loosely structured with more fluid discussions.
Meetings that are formal also tend to adhere to strict rules including an agenda and a well-organized way to record notes by the person taking notes. The notes can be accessed by those who aren’t present at the meeting.
In order to run an effective meeting, it is essential that attendees arrive ready with the relevant information and reports needed for the session. Meeting software and a meeting task manager can be used to remind attendees of, or tasks. This will help them prepare for the next stage of the process. When the meeting is over it’s vital to follow up with the attendees to provide a recap of what was discussed, highlight key actions, and gather feedback to ensure future meetings are more effective.
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