Optimized Template for
Meeting Invitation with External Contacts
One of
the greatest services that an administrative professional such as an Executive
Assistant or Coordinator can offer their team members is to ensure that things
are well prepared and to make them as simple as possible. By having a meeting invitation that is clear,
concise, and contains all of the pertinent information in a simple-to-navigate
format, all parties can dive right into adding value with their time
spent. Otherwise a lot of time may be wasted on all sides just trying to
understand why the meeting is occurring, who should be leading, and other basic
logistics.
Here
are the key parts to a very effective Meeting Invitation:
1. Subject – The goal of the subject line is for the recipient
to be quickly aware of all critical information without having to open the invitation.
Include the
following:
·
External
company or vendor name
·
Your company
name
·
Type and/or
topic of meeting
·
Note: If a
meeting is required to be conducted in person that typically does not happen in
person, you want to make that very clear
Example:
Gregory Capital + VMBC – Proposal
Review – In-Person Meeting
2. Location – Input the address, telephone number, and
any other details such as a meeting room.
If the meeting is happening remotely, include the call in phone number
and required codes.
Example: BBH
Executive Office: 1 Columbia Ste. 250 Aliso Viejo, CA 92656 - 949.215.7942 - Large Conference Room
Example: Conference Line
#1: 877-555-1212
/ Attendee: 123456# / Moderator: 987654#
3. Body – The large blank area of the content is
very helpful for all other details that are great to reference during the
meeting. If there are any documents to
be reviewed, include those as well. Many
people will be rushing and possibly even join late. Having everything they need there, handy and
well-prepared, will bring a lot of harmony to the time spent together.
Include the following:
·
A summary of
why there is a change being sent out if anything has changed
·
Contact
information if any changes are needed
·
Arrival
information for new visitors
·
Agenda
·
Attendees, reference
information about them including links to their website, and roles (if
applicable)
Example:
Please contact Dani directly if
any changes are needed to this appointment: email@address.com
or 949.555.1212.
Arrival information:
Pull around
to the back of the building and enter the large door on the left side when
facing the building. We are located
upstairs – straight ahead when you reach the top.
Agenda:
1. Review Proposal
2. Discuss Next Steps
Attendees:
Jesse Crowe,
CEO – Beyond Blue Holdings, Inc.
and VMBC
John Smith,
Vice President – Gregory Capital
Danielle
West, Executive Associate – Beyond
Blue Holdings, Inc. and VMBC
I hope
that you find this template easy-to-use when creating meeting invitations via
Outlook or other calendar programs. Simply copy, paste, edit, and you're
done!
Have
any additional suggestions? We'd love to
hear them!
