Ten Top Tips for Sending Professional Calendar Meeting Invites

Important: GDPR Email Preferences

As you may already know, the EU General Data Protection Regulation (GDPR) will be coming into effect on 25th May 2018. We take your privacy seriously and we are working hard to ensure we comply with the new data protection laws. You can find out more about how we're doing this in our privacy policy on our website.

We want to make sure you continue to receive the latest newsletters, blogs, special offers and more.

As someone who has opted-in to receive our emails in the past, we’d like to give you this opportunity to confirm what you wish to receive:

Just so you know, if you don’t let us know what kinds of emails you want to receive from us, we’ll stop emailing you on the 24th May 2018 - you'll be missing out!

You are of course free to change your mind at any time – just follow the link at the bottom of any of our emails.

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.

About the Author: Chris Farmer

Chris Farmer is the founder of the Corporate Coach Group and has many years’ experience in training leaders and managers, in both the public and private sectors, to achieve their organisational goals, especially during tough economic times. He is also well aware of the disciplines and problems associated with running a business.

Over the years, Chris has designed and delivered thousands of training programmes and has coached and motivated many management teams, groups and individuals. His training programmes are both structured and clear, designed to help delegates organise their thinking and, wherever necessary, to improve their techniques and skills.

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

• Communication Skills: Two Opposites
  Ambiguity and vagueness in language causes breakdown in communication and leads to misunderstanding and conflicts.
  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 Communicate Effectively
  How to Communicate Effectively In order to do well, you will need the cooperation of others. You will need to gain the cooperation of many people, including: Your partner Your bank Your customers Your suppliers Your colleagues at work Failure to gain their cooperation will mean either: They won't help you...
  Read Article >
• What are the Factors of Effective Communication?
  Being able to communicate effectively is vital to achieving your goals, as well as fostering good working relationships with colleagues. Great communication at work will benefit the sharing of creative ideas and problem solving.
  Read Article >
• How To Take Constructive Criticism
  Feedback is vital for personal and professional development. Learn how to take constructive criticism in your stride with Corporate Coach Group.
  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 23 days, Online - Teams, places available Book Now >