A formal meeting has a great role in every corporate business, but it should be effective and here we discuss how to conduct a formal meeting in an effective way:
How to Conduct a Formal Meeting
All essential steps for how to conduct a formal meeting are mentioned below
A. Activities before conducting the formal meeting
Determine the objective
The necessity to call a meeting should be clearly set. If the objective is clear, then it is easy to conduct a meeting.
Invite the actual participants
Those members whose presence is essential should be invited to attend the meeting. An invitation should be written, meeting invitation can not be oral.
Make proper notification
The time, venue, and date of the meeting should be notified to every member before the meeting through proper media.
Select and distribute the agenda
An agenda is a roadmap that should be determined before the meeting and must be distributed to every member before the meeting.
B. Activities during conducting the formal meeting
Starting the meeting
The chairman should greet the members and should open the meeting. It could be changed in absence of the chairman and for a special occasion.
The chairman will highlight about agenda and will welcome the members to deliver a speech for discussion.
Point of order
If any point does not belong to a legal issue or aspect can cause any member to raise the question on point of order.
Point of information
If any member has any query can ask for clarification, which is known as the point of information.
Speaking through the chair
If any member wants to contribute to the discussion can get an opportunity if the chairman permits.
Ruling from the chair
If any controversy is found during the discussion, then the chairman can provide a ruling on that and stop the discussion. His ruling is final and binding.
Point out the decision taken
The decision reached should be clearly stated to every member to avoid any confusion.
State the course of action
The chairman should clearly state the action to be implemented. Here, the consent of the members is a must.
Close the meeting
When the meeting is over, the chairman declares the closing of the meeting and thanks to the members for attending and contributing.
C. Activities after conducting the formal meeting
The Proper recording of the minutes and thereafter its distribution to the members should be ensured by the chairman.
Related Content of Oral Communication:
- Characteristics of Oral Communication
- Types of Meetings and their Definition and Purposes
- Types of Interviews and Interview Technique for Interviewers
- Characteristics and importance of a Good Speech
- How to Prepare a Speech in Effective Way
- Causes of Failure of Oral Communication
- When the Use of Oral Communication Becomes More Effective
- Advantages and Disadvantages of Oral Communication
- Advantages and Disadvantages of Speech
- Interviewer’s Preparation for the Interview