Optimized Template for Meeting Invitation with External Contacts

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!