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
-
Investigative vs Ordinary Conversations
Conducting investigations entails the skill of adeptly gathering and analysing information to unearth facts, resolve issues, and arrive at informed decisions. It's imperative for professionals to master the art of framing conversations accurately.
Read Article > -
How to Ask the Right Questions - Good communication skills
Good communication is not only about the proper presentation of ideas, it is also means developing the ability to ask the right questions.
Read Article > -
Ten Top Tips For Sending Professional Calendar Meeting Invites
To ensure your meetings are well attended and productive, you need to ensure that your meeting invitations are professional. These tips will help you to clearly communicate the purpose of the meeting and help attendees prepare.
Read Article > -
How to Overcome the 6 Barriers of Communication
Barriers of communication come in two forms: mental and physical. We examine how can we overcome these barriers to achieve successful communication.
Read Article > -
Clear Communication
Clear Communication How would you rate yourself as a clear communicator? Do people always understand your message? Or when you speak, do you suffer the problem of other people NOT properly understanding your exact meaning? You need to develop the skill of clear communication It is important that you do, because...
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 10 days, Southampton, places available