Importance of Formal Business Meetings and Meeting Minutes

Employability Skills and
Professional Development

Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
Analysing tools and techniques to improve the interpersonal and transferable skills-..............10
Own personal and professional Development plan...................................................................12
REFERENCES................................................................................................................................1

INTRODUCTION
Formal business meetings are the essential part of an organization. Main purpose behind these
meetings are to achieve desired goal with the help of verbal communication as well. These
meeting have a tendency to record minutes and these minutes have fundamentals of the complete
meeting. In this essay consideration of business meetings are added to understand the importance
as well as agenda behind these meeting. Moreover, creativity behind the minutes also have been
added to understand the fundamentals of notes. Furthermore, the meeting barriers also have been
added in this report to understand their impact on business meeting and the ways to overcome
these issues also have been added to study further and implement in the procedure of effective
business meeting.
MAIN BODY
Consideration of formal business meeting
Formal meetings within a business or organizations can be defined as gathering among two or
more than two people assembled with the motto of achieving goal through interaction verbally.
The topics of these formal meeting are predefined in nature, they have their particular procedures
to do the things in appropriate manner a run by the authorized big people such as CEO, managers
etc. A set of objectives as well as the formal notices are included in this kind of meeting. These
meetings are formally in nature, and have lots of confidential as well as set of objective present
within (Humphries and Whelan, 2017). This sort of meetings always gets conducted at specific
time and predefined place as well although the place can be virtual platform as well as the
physically existed as well.
These meeting are always happened with the agreed agenda and for the further discussion
over these fundamentals also happen in this kind of meetings. All the agreements happens within
these kind of meetings, known as minutes in language. These are the main reason behind the
theory of meeting called as board of meeting or committee meeting or caucus meeting. Conclave
congress, council meeting or can be called as stockholder meeting. Many of times these meetings
are also named as symposium or summit meeting (McGregor. and Tang, 2017). With all these
different names, meeting remain formal among professionally related peoples.
These meeting are well planned in nature. In the planning account many of the strategies as
well as plans are added such as in between how many people the meetings will be hold within.

What agenda among the meetings should be discussed, in which way the complete meeting will
be perused etc. or these formal meeting chairperson as well as their secretary are the responsible
ones towards the organization of meeting (Menz, 2017). For the further informal meeting
discussion the responsibility falls over the team manager, team leader or the main person such as
whoever the one tends to call the meeting. In the condition where the situation is not clear about
the authorized one, it became a compulsory task to appoint a special individual that can be
responsible for the conduction of meeting. There are many factors exist in the meetings as per
the ongoing discussion.
Participants and purpose behind the meeting can be termed on the basis of planning.
After the term formal meeting and its idea, the purpose definition takes place. The topic about
meeting also counted under the agenda of meeting within the organization as well. However, the
attributes and factors vary with the type of business meetings. As an example the meeting within
the office includes the office member and manager of the office. If the meeting is between the
financial stakeholder than that meeting will include all persons who are investing within the
business. If the meeting conducted in between public consultant then the person like mayor, then
the person related to the consultancy will be included and many more (Bolten, 2020).
Furthermore, the number of person, types off person attending, or the methods also can be
included as the meeting can be conducted via physically as well as it can be schedule or
conducted by phone or online manner.
There are numerous ways to conduct the formal meeting depends upon the medium. If
the medium is physical than office board rooms, public meeting rooms whereas if the medium of
the meeting is virtual in nature then the meeting can be in term of phone, video conferencing etc.
The place and venue are the third most attribute towards the functioning of the formal meeting.
The place as well as the timing of the meeting also have been decided further. Person behind the
initiative of formal meeting decided the place to hold the meeting although the opinion of other
members also matters (Davidson, 2018). In the physical meeting the venue of the meeting
decided on the basis off convenience of every member who is going to join the meeting although
there are many more reasons behind the place like the topic of meeting, how many peoples are
coming to the meeting.
All these factors have vital role towards the appropriate venue deciding procedure. If
there are people in the meeting have special requirement then the place also needs this