Ten Top Tips for Sending Professional Calendar Meeting Invites
Ten Top Tips For Sending Professional Calendar Meeting Invites
At work, everything we do should be professional, which means: Goal focused, timely, accurate, well organised and polite.
A professional meeting invitation email should embody these same characteristics. Invitation emails should therefore be:
Goal orientated:
1. Name the purpose, or goal, for which the meeting is being called. Use the subject line effectively.
2. Ensure the invite is sent only to those people who need to be there.
Timely:
3. Ensure the invitation is sent early enough, to allow the attendees to prepare themselves and to gather the necessary information which would make their presence a value.
4. Ensure that the start and finish time for the meeting is clearly communicated.
Accurate:
5. Supply an agenda: a list of the topics that will be covered in the meeting, presented in chronological order.
6. Give any factual details such as GPS-friendly venue, access codes, login codes, etc that will allow for a seamless start to the meeting.
Well organised:
7. If there are additional documents needed, then use Dropbox, Evernote or other similar formats.
8. Include mobile numbers for any last-minute changes.
9. If the meeting is at a physical venue, (as opposed to online) then give car parking details and detailed instructions of how to find the venue from the car park.
Polite:
10. When framing your invite, use polite language, such as: "Would you please attend the meeting......" rather than impolite language such as, "You are required to attend the meeting......"
Bonus Tip:
After the meeting, thank the delegates for attending and give them a summary of the minutes, including "key decisions made" and "particular actions allocated".
Effective Meetings Training
For training on how to make meetings both positive and productive, take a look at our Effective Meetings Training Course.
Blogs by Email
Do you want to receive an email whenever we post a new blog? The blogs contain article 5-10 minutes long - ideal for reading during your coffee break!
Further Reading in Communication - Clear Communication
-
Do You Make Any of These Communication Mistakes?
Good communication is important in all aspects of our lives. There are some common mistakes people make when communicating, which can affect how they are perceived. Take a look at these common mistakes and see if you can improve on any of them.
Read Article > -
How to be an Effective Communicator
Effective communication ensures clear understanding. Misunderstandings, confusion, and errors arise when we fail to convey our message accurately. We look at the ways to make ourselves more clearly understood.
Read Article > -
Gain Their Understanding and Agreement
Communication is important because you need to gain the understanding, agreement and active cooperation of others. Without cooperation your progress will be limited.
Read Article > -
Communication Skills: Two Opposites
Ambiguity and vagueness in language causes breakdown in communication and leads to misunderstanding and conflicts.
Read Article > -
The Importance of Communication Skills
Use these three simple tips, to make sure that you communicate your message to others, in such a way as to gain their co-operation and agreement.
Read Article >
Looking for Communication Skills Training?
If you're looking to develop your Clear Communication Skills, you may find this Communication Skills Training Course beneficial:
Open Training Course Pricing and Availability
Next Open Course Starts in 4 days, Online - Teams, places available