Formals Meetings in the formal organisations are quite common and important. Typically it involves four or more people coming together to discuss some particularly important issues of the organization.
Usually the meetings tend to become unnecessarily long. So therefore it is necessary for the organizer of the meeting, that necessary ecosystem for the meeting must be for the meetings which must be created so that unnecessary time is not wasted. If as an organizer you are sure that the meeting has a significance, so please circulate the meeting’s agenda.
If necessary the relevant document of the agenda is also circulated, so that the participants can be ready to give there particular suggestions. During the meetings some particular protocols or discipline has to be maintatined by observing the following steps:
- Do not speak until the chairperson invites you to speak. Then speak very clearly and concisely. Keep your particular explanation or proposition very brief and simple.
- You may invite questions and you should be prepared to give an appropriate answer that will establish the significance of your suggestions.
- It is possible that some people who are attending your meeting may have a different opinion on what you have to say. Listen to them carefully and if you are sure of your proposition explain the same clearing the doubt which was put forth by the questioners.
- In case, you are the organizer you must also thank the chairperson for his or her particular time and end the meeting pleasantly.
- The minutes of the meeting must be recorded on the same very day, as if it is delayed you are likely miss a point.
