What is an Informal Meeting?

The Underrated Tactic That Drives Corporate Success

A Guide for Corporate Leaders on Leveraging Informal Meetings Effectively

In today’s corporate landscape, leadership teams and board members need spaces for discussion that extend beyond formal, structured meetings. But what is an informal meeting? It is a flexible and candid environment where executives align, brainstorm, and problem-solve without the constraints of a predefined agenda or rigid governance procedures.

While these meetings offer strategic benefits—fostering collaboration, enhancing decision-making agility, and improving communication—they must be conducted thoughtfully. When mismanaged, they can lead to governance risks, misalignment, and transparency issues.

This article provides an in-depth exploration of what an informal meeting is, its role in corporate decision-making, best practices, and potential pitfalls.

What Is an Informal Meeting?

An informal meeting is a business discussion that takes place outside of a structured, agenda-driven, and officially recorded framework. These meetings typically occur in relaxed environments and serve as a means for executives and board members to engage in candid conversations without the formalities of governance procedures.

Characteristics of an Informal Meeting

Unlike formal board meetings, which follow legal and corporate governance requirements, informal meetings are characterized by:

• Lack of a strict agenda – Topics may be fluid, allowing for open-ended discussions.
• Flexible locations – These meetings may take place over coffee, lunch, or in breakout rooms rather than in a formal conference setting.
• Limited or no documentation – While key takeaways may be captured, minutes are not usually recorded.
• Non-binding discussions – Conversations may influence decisions, but formal approvals occur in structured meetings.
• Smaller, selective participation – Informal meetings often involve only a few key stakeholders, rather than an entire board or leadership team.

Despite their informal nature, these meetings play a critical role in shaping corporate strategy and fostering stronger relationships within leadership teams.

From Theory to Practice: Informal Meetings in Action: Discover how leading organizations implement informal meetings to foster innovation and efficiency. Explore Case Studies.

Why Do Companies Use Informal Meetings?

Understanding what an informal meeting is requires recognizing its value. Informal meetings serve a variety of strategic functions in corporate governance and leadership. They are not meant to replace formal decision-making processes but rather to supplement them by enabling more agile, in-depth discussions.

Encouraging Open Dialogue Among Leadership

Formal board meetings often require adherence to strict corporate governance rules, limiting the ability of executives to engage in candid discussions. An informal meeting provides a more relaxed environment where leaders can exchange ideas openly, discuss sensitive topics, and explore different perspectives without the pressure of an official agenda.

Pre-Meeting Alignment and Strategy Development

Board members and leadership teams frequently use informal meetings to align on key topics before formal discussions. These meetings ensure that sensitive or complex issues are understood beforehand, allowing formal board meetings to be more efficient and decision-oriented.

For example, before a quarterly board meeting, the CEO and key executives may hold an informal meeting to review financial data, identify potential concerns, and strategize how best to present information to board members.

Fostering Stronger Executive and Board Relationships

Building trust and collaboration among leadership teams is crucial for effective decision-making. Informal meetings help executives and board members establish stronger working relationships, enabling more seamless cooperation in formal settings.

These interactions may occur in settings such as:

• Leadership retreats
• Executive dinners or networking events
• One-on-one check-ins between board members and senior executives

Enabling Quick, Responsive Decision-Making

In high-stakes business environments, certain situations require rapid responses. While formal decisions must be documented and approved through structured processes, informal meetings allow executives to assess situations quickly, gather feedback, and determine potential courses of action.

For example, during a public relations crisis, an informal meeting may be held between senior executives and the communications team to discuss initial responses before an official statement is released.

Promoting Innovation and Creativity

Creativity thrives in less structured environments. Informal meetings encourage blue-sky thinking, brainstorming, and innovation by removing the constraints of structured reporting and governance requirements.

Tech companies, for example, often hold informal brainstorming meetings to generate new product ideas, refine strategies, and explore emerging market opportunities.

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When to Use an Informal Meeting

Executives often ask, “What is an informal meeting used for?” Here are some common corporate scenarios where they are valuable:

1. Before a Formal Board Meeting

Board members and executives often engage in informal meetings before official meetings to align on major topics, clarify key concerns, and ensure a smooth decision-making process during the formal session.

2. Leadership Check-Ins and Strategy Sessions

Executives and senior leadership teams use informal meetings to review progress on strategic initiatives, discuss challenges, and refine long-term plans without the constraints of structured board meetings.

3. Crisis Management and Urgent Discussions

When unexpected challenges arise, an informal meeting provides a way to quickly assess the situation, discuss potential responses, and coordinate an action plan before an official response is formulated.

4. Conflict Resolution and Team Alignment

If disagreements emerge within a leadership team or among board members, informal discussions can help resolve issues privately before they escalate into public disputes or formal conflicts.

5. External Partnership and Networking Meetings

When exploring potential collaborations with external partners, an informal meeting can facilitate a more open dialogue, helping to establish trust and alignment before drafting formal agreements.

How to Conduct an Effective Informal Meeting

Understanding what an informal meeting is also involves knowing how to run one effectively.

Clarify the Meeting’s Purpose

Even though informal meetings do not require a strict agenda, they should still have a defined objective.

Choose the Right Setting

• One-on-one coffee meetings for personal discussions or mentorship.
• Off-site retreats for strategic planning and team-building.
• Executive dinners for networking and relationship-building.
• Virtual informal meetings when remote teams need an informal touchpoint.

Encourage Open and Constructive Conversations

Leaders should foster an environment where participants feel comfortable sharing insights while maintaining alignment with corporate objectives.

Avoid Governance Overreach

One of the biggest risks of informal meetings is bypassing formal governance procedures.

Follow Up and Document Key Takeaways

To ensure alignment and accountability, leaders should summarize key insights from informal meetings in a follow-up email or a debrief at the next formal meeting.

Want to Make Informal Meetings More Effective? Get inspired by companies that have mastered the art of informal collaboration. Explore Case Studies.

Risks and Challenges of Informal Meetings

Despite their benefits, informal meetings present certain risks:

Lack of Transparency

Because informal meetings do not always include all stakeholders, there is a risk that key individuals may be left out of critical discussions, leading to potential misalignment.

Unclear Accountability and Action Items

Without proper follow-ups, informal discussions may result in misunderstandings regarding responsibilities and next steps.

Legal and Compliance Risks

Certain corporate discussions—especially those involving financial disclosures, mergers, or regulatory compliance—must be officially documented.

Risk of Undermining Formal Governance

If informal meetings become a substitute for formal decision-making, they can weaken corporate governance structures.

How Boardwise Supports Informal Meetings

At Boardwise, we understand the value of informal meetings in leadership and decision-making. Our platform seamlessly integrates with Microsoft 365, enabling effortless scheduling, document sharing, and real-time updates. With automated meeting management, teams can streamline discussions while staying aligned and organized.

Want to see it in action? Book a free demo to explore how Boardwise enhances both formal and informal meetings for better collaboration and efficiency.

Conclusion: The Strategic Use of Informal Meetings

For leaders asking, "What is an informal meeting, and why does it matter?", the answer is clear: these meetings enhance collaboration, foster innovation, and facilitate agile decision-making.

However, they must be used strategically. By maintaining proper governance and accountability, informal meetings can become a vital complement to structured corporate decision-making.