When you think of formal meetings, you could imagine a meeting with a strict agenda, a designated speaker, and a strict procedure. There could be a person who writes notes that follow an established structure and employ formal language. For informal gatherings, these rules may not be in place.

The subject of the meeting will define the atmosphere and manner in which people interact, whether in discussions or voting. For instance, a session with a single topic of old business and loose ends could be a great opportunity to tackle important issues that were previously left unfinished, and discuss how these items will impact future work. In the same way, a meeting with an agenda item on new business plans could provide a good forum for discussing the new initiatives and assessing how they will fit into the overall business strategy.

It is important that participants feel comfortable speaking their opinions during the group, and that they don’t worry about how their views will be received. If you notice that one of your participants is hesitant to speak, think about broadening the discussion by asking them to speak on a topic raised by a participant in the group. This can help keep the meeting focused on the discussion itself rather than a clash of personalities. As the meeting progresses, it is vital to ensure that the conversation remains on-topic and the quorum of participants is in attendance. It is also advisable to follow-up with participants following the meeting and solicit feedback, since this will reinforce the importance of their participation in the event’s outcome.

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