Learn how to balance formality and informality in meetings to create productive, engaging, and respectful meetings for your team leadership. Find out how to adapt your meeting style to your purpose, audience, and context.

Unfortunately this basic tenet is often forgotten as meetings build momentum. The original purpose is superceded as tangents take over. Meetings should work as a stimulus to enable work to proceed faster and more efficiently. If meetings are taking over and actual work takes a back seat, then the meeting culture in your organisation isn't working.

How can you balance formality and informality in meetings?

Meetings are an essential part of team leadership, but they can also be a source of frustration and boredom if not managed well. How can you balance formality and informality in meetings to ensure that they are productive, engaging, and respectful? Here are some tips to help you find the right tone and style for your meetings.

1 Know your purpose

Before you plan or attend a meeting, ask yourself what the main goal and outcome of the meeting is. Is it to share information, brainstorm ideas, make decisions, solve problems, or build relationships? Depending on the purpose, you may need to adjust the level of formality and informality in your meeting. For example, a meeting to discuss a serious issue or a complex project may require more formality and structure, while a meeting to celebrate a success or check in with your team may allow more informality and flexibility.

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Kevin Bernard

Driving IT operational excellence with strategic leadership and innovation
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Unfortunately this basic tenet is often forgotten as meetings build momentum. The original purpose is superceded as tangents take over. Meetings should work as a stimulus to enable work to proceed faster and more efficiently. If meetings are taking over and actual work takes a back seat, then the meeting culture in your organisation isn't working.

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Sam Shahabi

Flagship Assistant Store Manager at BOLIA | Sales, Performance and Leadership | I Build Great Teams Which Generate And Drive Revenue
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Knowing your purpose in a meeting is like a compass for clarity. It ensures discussions stay on track, fostering productive collaboration and making the most of everyone's time and expertise. When everyone knows their purpose in the meeting, it fosters a more engaged and collaborative environment. Participants are better equipped to contribute meaningfully, leading to effective problem-solving, decision-making, as well as idea generation.

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2 Know your audience

Another factor that influences the balance of formality and informality in meetings is the audience. Who are the participants and stakeholders of the meeting? What are their expectations, preferences, and personalities? How well do they know each other and you? How do they communicate and interact? You may need to adapt your meeting style to suit the different needs and preferences of your audience. For example, a meeting with senior executives or external clients may require more formality and professionalism, while a meeting with your peers or direct reports may allow more informality and rapport.

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Sam Shahabi

Flagship Assistant Store Manager at BOLIA | Sales, Performance and Leadership | I Build Great Teams Which Generate And Drive Revenue
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Knowing your audience in any situation is crucial. When speaking to a group of experts, use a specialized language and detailed content. For a lay audience, simplify your language and offer clear explanations. Adapting your communication style ensures your message is well-received and understood.

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3 Know your context

A third factor that affects the balance of formality and informality in meetings is the context. What is the situation and environment of the meeting? What are the current challenges and opportunities facing your team or organization? How is the mood and morale of your team or audience? You may need to adjust your meeting tone and approach to match the context. For example, a meeting during a crisis or a change may require more formality and clarity, while a meeting during a stable or positive period may allow more informality and creativity.

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Sam Shahabi

Flagship Assistant Store Manager at BOLIA | Sales, Performance and Leadership | I Build Great Teams Which Generate And Drive Revenue
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Achieving a better understanding of the meeting's context involves preparation, active listening, and asking questions for clarification. It also means adapting your communication style to fit the atmosphere, staying flexible as the context evolves, and respecting the meeting's main purpose. Engaging with empathy and being attuned to non-verbal cues are key to reading the room effectively.

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4 Know your balance

Finally, the most important tip to balance formality and informality in meetings is to know your balance. There is no one-size-fits-all formula for the perfect meeting style. You need to find the right mix of formality and informality that works for your purpose, audience, and context. You also need to be flexible and responsive to the feedback and reactions of your participants. You can use various tools and techniques to balance formality and informality in meetings, such as setting an agenda, using icebreakers, asking open-ended questions, using humor, giving praise, and summarizing action points.

Balancing formality and informality in meetings is not an easy task, but it can make a big difference in the effectiveness and satisfaction of your team leadership. By following these tips, you can create meetings that are productive, engaging, and respectful for everyone involved.

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Sam Shahabi

Flagship Assistant Store Manager at BOLIA | Sales, Performance and Leadership | I Build Great Teams Which Generate And Drive Revenue
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Finding the right balance in a meeting is much like achieving harmony in music. It involves understanding the meetings purpose and the expectations of your audience. Tailor your approach accordingly, setting clear goals, communicating the tone, and adapting your communication style. Flexibility is key, allowing you to maintain a productive and engaging meeting atmosphere.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Tomek Dabrowski

EMEA Men's Training Apparel Merchandising @Nike ▪ Merch excellence through purpose, people, and process know-how ▪ I help others with insights about business ~ career ~ personal growth
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Beyond balancing the purpose, audience and context of the meeting, you need to build awareness of your authentic style. A naturally funny person will be able to inject more humor into a meeting than a very serious person would, which is great for leading team meetings or bonding activities. However, this person needs to pay particular attention to how they show up during a serious conversation to avoid making a joke at a wrong time. A serious person will do really well in the conversation that requires that kind of demeanor, but may have to make an extra effort to keep things light during regular team meetings. Awareness of your own style of showing up and communicating will help you leverage your strengths and avoid personal pitfalls.

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How can you balance formality and informality in meetings?

1

2

3

4

5

1 Know your purpose

2 Know your audience

3 Know your context

4 Know your balance

5 Here’s what else to consider

Team Leadership

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How can you balance formality and informality in meetings?

1

2

3

4

5

1 Know your purpose

2 Know your audience

3 Know your context

4 Know your balance

5 Here’s what else to consider

Team Leadership

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