Meetings are an essential part of teamwork and its especially crucial during this pandemic to maintain a collaborative culture while social distancing and working from home. Sending meeting requests is standard practice at most businesses, and we’ve compiled five guidelines to meeting request etiquette for working remotely or back at the office.
Invite the relevant people to the meeting
Make sure that everyone you invite to the meeting needs to be there. Nothing is worse than taking valuable time away from someone’s day, where they could’ve been completing another task, by making them sit in on a meeting that they did not have to attend.
Also, check and double-check that you’ve added all the right people to your meeting request, to avoid leaving a key person out of a meeting they should be in on.
Choose the right time
Check whether everyone is available for the timeslot that you want the meeting to happen. It’s important to know what all the participants start time is and their availability. Our Pro Email for business has calendar sync that enables you to have a full view of your team members calendars. Plus, once they accept the meeting invite, it will instantly block out that time on their schedule.
The calendar sync functionality also creates meeting reminders, and you can attach documents for participants to peruse before or during the meeting.
Have an agenda
Detail on the meeting invitation what points you want to cover in the meeting and send it out well in advance so that the meeting participants can have sufficient time to prepare. If you want people to contribute to the meeting and not just be bystanders, a meeting agenda is vital.
Also, state whether you’ll be opening the floor for questions at the end to ensure that people come prepared with whatever questions they may have.
Take minutes and provide minutes from the previous meeting for context
Taking minutes is essential for meeting sessions to measure whether you achieved what you set out to do and also to track progress. After the meeting, send out meeting notes. Plus, if it’s a recurring meeting, open by going through the previous one’s minutes.
Do a test run
Testing out equipment like projectors, screen sharing, audio and visual apparatus before the meeting is vital. Doing a test run will give you the opportunity to iron out any challenges before the meeting starts.
Following these 5 guidelines to have meetings invites will make your meetings more productive and less of a schlep due to not being ready. Let us know in the comments below what other tips you implore to make your meetings productive and as efficient as possible.