Employability skills and Professional Development

Employability skills and Professional
Development

TABLES OF CONTENT
INTRODUCTION......................................................................................................................3
MAIN BODY.............................................................................................................................3
Concept of formal business meetings:...................................................................................3
Minutes of Meeting................................................................................................................4
Barriers of meeting in an organisation and measures to overcome them:.............................6
CONCLUSION..........................................................................................................................7
REFERENCES.........................................................................................................................10
Books and journals:..............................................................................................................10

INTRODUCTION
Formal business meetings are planned congregation of two or more people who have
come together for a cause or purpose to achieve a common goal with certain agenda. These
are pre planned in nature for solving a given problem or an issue. This is done with the help
of gathering functional managers, specialist and top management. These people share their
unique ideas, opinions and varied solutions aligned with the problem in hand. Consequently,
a shared opinion or best alternative is selected with the consent of all the concerned people.
Thus, formal meetings are one of the best methods to solve various business problems with
verbal interactions held between concerned authorities (Ayala Calvo and Manzano García,
2020). This report aims to understand characteristics of formal business meetings with
importance for minutes of meetings in an organisation. Also, it analyses various barriers of
meetings and ways to overcome them.
MAIN BODY
Concept of formal business meetings:
These are the formal gatherings of stakeholders in a business to share information
which is vital for taking vital decisions in a company. Formal business meeting are conducted
for presenting core information such as financial data, operational and overall organisational
performance in a company. These meetings are pre-determined for ascertaining and
discussing business problems. It is consist of planned activities such as agenda of the
meeting, a set of objectives, formal notices to the concerned members etc. Furthermore, it is
conducted at a planned time and place with specific agenda to achieve. It includes
chairperson who leads business meeting as per the agenda to achieve desired objectives.
Also, it includes recording of dialogues and agreed negotiations between the members in a
written format called as minutes of meeting. Thus, formal business meetings are pre planned
assembly of two or more people to discuss and share ideas and alternatives on a concerned
topic. It helps in forming important decisions and reaching a consensus with the agreement of
all members. It involves stakeholders such as employees, managers, top management,

suppliers, clients, executives and other concerned related to the company (Bhagra and
Sharma, 2018).
The purpose of a formal meeting is to conduct discussion on pre-determined topics
with concerned members to achieve set objectives in a most convenient and effective manner.
It allows members to make important agreed decisions for implementing actions related to
the set agenda of a meeting. It promotes transparency and accountability in the functioning of
important decision of a company. The meeting of higher position with managers, experts and
technical staff or concerned team leads to better decision making for the growth and
development of a company. These people discuss diversified ideas and insights which are
valuable which aids in selection of best alternative for an issue or problem. Thus, purpose of
a meeting is served optimally with verbal interaction between members.
Types of Formal meetings
Formal meetings are effective when they are planned well leading to be very
productive in a company. There are various types of formal meetings with different features
in a workplace. These are as following:
1. Annual General Meeting- These are the formal meetings which are conducted at
specific intervals in a company. This includes top management of an organisation
with other stakeholders. It is conducted for discussing company’s overall
performances in various areas. Also, it discusses about the next action plans to
operate functions in set directions for the coming years.
2. Information sharing meetings- These are one of the most essential types of
meetings in an organisation. In these business communication flows among the
members which is crucial information on a specific topic or issue. These meetings
are often educational in which panel debates and seminars occur. Also, these are
interactive sessions in which feedback is shared by all the members. To conduct
successful information sharing meetings chairperson needs to ensure attention and
engagement of people ( Jackson, 2016).
3. Team building meetings- These are the most popular types of formal meetings in
a company. These include corporate events, team strengthening and developing
seminars, trainings and outings etc. It is essential for managers and leaders to
promote unity and positive work environment which helps in work satisfaction.
This further helps in increasing productivity and team spirit for attaining goals
effectively.
4. Planning meetings- These are specifically conducted for promoting innovation in
the company. It includes think tanks who are experts in their respective areas.
These meetings are essential for planning various projects and framing new action
plans. It is consist of brainstorming, thinking out of the box with sharing of ideas
and opinions in a wide scope. Innovation is essential ingredient for the success in
an organisation. Thus, these meetings require full involvement and keeping follow
ups.