Whether in person or on the internet In person or online, a formal gathering is a gathering of individuals that meet to discuss a particular topic. They are typically structured and follow strict rules of order. They also have a pre-planned agenda and clearly defined objectives. They often require the presence of a designated notetaker, as well as an agenda, and a particular notice sent to attendees to be considered as official. Additionally, formal meetings require detailed minutes of meetings that are exact transcriptions of the discussions during the meeting. They are later board portal made available to all to refer to later.
At these meetings, participants are invited to freely express their opinions, discuss advantages and cons of various choices and share their personal opinions to arrive at a unanimous decision that is best for the company. In many instances, decisions made during these meetings can lead to significant company-wide actions.
To ensure that a formal gathering stays on task the moderator or facilitator is usually assigned to act as an organizer and keep the conversation focused on the subject issue in hand. A good idea is to determine the manner in which the discussion will take place at the beginning of the meeting. If participants will be speaking in turns in the meeting, it’s best to establish a set of conventions, like setting up a timer and/or a clock to keep everyone on track. It’s also helpful to provide a summary of the meeting along with any deadlines that are important or the next steps.