Use Courtesy To Set And Respond To Meeting Invitations

Most of our work days are filled with meetings: the prep, due diligence, participation and viable execution affect all components of our daily schedule. Our co-workers, teams, management and clients’ time is valuable, and it’s considerate to be mindful of the nuances of extending and replying to meeting invitations.

Initial effective communication is paramount to achieve a productive, succinct and accomplished meeting outcome. For example:

• Name your meeting clearly, concisely and specifically;
• Construct a compelling purpose/objective;
• Highlight agenda topics;
• Allot specific discussion time for each topic;
• Ask for expectations: ie new client target list, product launch schedule;
• State meeting location/platform;
• Have a clear start and end time.

Politely acknowledging and responding to meeting invitations shows respect and is cardinal. For instance:

• Accepting or declining signals your commitment;
• Being decisive is courteous; avoid the maybe/tentative button;
• Informing meeting initiator and/or invitees that you’re unable to attend provides upfront opportunity to clarify how you’ll receive meeting notes and actionable tasks;
• Proposing a new or alternative time is considerate if you truly can’t make the meeting;
• Setting a calendar reminder/default reminder gives you/meeting attendees time to prepare.

In essence, being conscious and aware of meeting preparation speaks volumes, and can provide the platform for achieving meeting goals cohesively and efficaciously.