When you think of formal gatherings, you may envision a meeting with a set agenda, strict rules, and an appointed speaker who leads discussions. There may also be a person who writes notes that follow a specific structure and use formal language. These conventions might not be observed in informal meetings.
The topic of the meeting will largely determine the atmosphere and ways in which the attendees interact, whether it be in discussion or voting. For instance, a meeting that is solely focused on loose ends and old business can be a great opportunity to address issues that were previously left unfinished, and to discuss how these issues will impact future work. A meeting that includes an agenda item on new business plans could be an excellent opportunity for discussion of the new initiatives and discussing how they are incorporated into the overall company strategy.
It is important that participants feel comfortable speaking their ideas in the group, and they are not worried about how their opinions will be accepted. If you observe that a person is hesitant to speak up, consider expanding the discussion by asking them for their thoughts on an issue raised by a member of the group. This will help to keep the group focused on ideas and not a clash of personalities. As the meeting progresses it is important to ensure that the discussion stays on-topic and that the quorum of participants is in attendance. It is a good idea to follow-up with participants after the meeting and ask for feedback. This will highlight their importance in the outcomes of the meeting.
