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!

 

Guidelines for Research Projects

Take your time to thoroughly analyze the variables, educate yourself on the topic, and then recommend the 3 best options.   
Depending upon the level of the project, use common sense to apply these best practices.  If you are researching a new software that will be implemented to the whole company, more thorough analysis is recommended.  If you are researching a new window washing service, a very light version of this would work. J

·       Determine key variables.  Put yourself in the buyer or decision maker’s position and try to determine what your concerns and questions would be.  Think beyond the original assignment.  Create a template of questions to ask the vendors that you will call.

·       Create a spreadsheet.  List each key variable, every vendor that you contact, any misc. notes to keep everything in one place as you analyze the options.  Each vendor you research should have their own row.  Include a column for each variable, your feedback, reviews, vendor name, and phone number.  As you work on this project continuously update this spreadsheet with all of your notes as your project information database.  Make sure the spreadsheet prints well (1 page wide, etc.) before sending. 

·       Research online.  Find several vendors online that seem to be good fits for your variables.  As you research, see if you learn of new questions or variables you should consider.  Add notes from this to your spreadsheet.

·       Call the vendors.  Call and talk to them.  Ask questions.  Try a few sales reps, if needed.  Learn about the information as much as possible.  Ask why they are the best.  Take these reasons into consideration to ask other vendors as well.  New variables and considerations may pop up from this process. Add notes from this to your spreadsheet. Good sources are key to finding out credible information for providing reliable information on the projects we need accomplished.  It is key to call the different people and listen to the information that they provide you while you are educating yourself on whatever the project is at hand.

·       Read reviews.  Find reviews online (not from their site that they have chosen, but on unbiased websites that will show you what customers really think, such as Yelp, etc.).  Add notes to your spreadsheet.

·       Present your top 3.  Draft an email with a brief write up about the top 2-3 companies that you recommend, in order of your preference.  Simplify the information so that it is easy to determine the essential information and highlight the standout information you learned while researching.  You are trying to assist the reviewer to make the best decision.  Attach the analysis spreadsheet if you created one as well as any other helpful information such as links to websites, etc. so that they can dig into the detail - if they want to.

 

Do you have any other suggestions? :)  

Organization Session: A Weekly Check In Practice for Optimal Development

“The secret of success is found in your daily routine.”  ~John Maxwell

 

 

Many of us have explored our daily routines to some extent. We have played around and tried all kinds of ways of approaching our days and have found what works for us, or at least what we are comfortable with.

However, not many explore beyond day-to-day planning. By additionally reviewing our work from a weekly perspective, we can work from a more focused place while being more successful in achieving our goals.

Opening up to this weekly review of the whole picture allows greater levels of flow.

Creating a space to prioritize your actions in alignment with your goals helps you to continuously develop yourself more quickly and ensures more success. Having a structure you can trust to process all of the details you are responsible for allows a natural ease and therefore more presence in your daily being. Taking this time out allows you to see opportunities that you may have otherwise not been aware of.

Most people I know put caring for themselves last on their priority list. Be sure to add some self-development time into your schedule every week. 

A weekly organization session gives yourself space to reconnect, review, and readjust, where necessary.

It is a big picture look in which you set up the blueprint for your week. This frees you up so that you focus on the moment and still accomplish all that you need to.

Set a recurring appointment with yourself on your electronic calendar for one day each week.  I recommend Friday.  Reserve a time and space to connect, sync, refresh, and renew.   Carve out one hour for yourself.  Set it as a tentative appointment so that others can still request meetings with you if needed, but make sure that you do get to it during that day.

Many times I have entered the organization session feeling like things were out of control. By the time I was finished, I felt like everything has its place and all is being tended to.

Key things to remember during your Organization Session:

1. Outline your schedule. By using a weekly desk calendar (the paper version), you can note things that are not necessarily appointments like what you have in Outlook.  Instead, you can note important goals to work on that day and also tasks that must be accomplished or are important.  Schedule everything in pencil to leave opportunity to move things around as you get closer to each day. First add things that you most want to accomplish and move you toward your highest goals. Schedule one goal per day for two hours.  Hit that first thing in the morning while you are fresh, if possible.  Next if you have some urgent tasks or other projects that need to happen by a certain day, note those.  Keep an eye on your electronic Outlook calendar to ensure you don’t overbook yourself one day.  If you need to reserve some time for yourself to focus on a big project, you may want to also block out the time on Outlook.  Use the “tentative” status so that you are still available for important things, if needed.

2. Go through your inboxes. Connect with everything that is going on. Go through every type of inbox you have to make sure that you are on top of everything that is on your plate.  Make sure things are moving forward. Is there anything that you can simply let go of? Spend some time checking in on different areas and see which rise as needing attention this week. Implement their associated tasks into your schedule to keep them moving forward.  Place them strategically so that you are not putting too much into one day. 

3. Be open. Not everything goes as planned. However, having a template allows the smaller things to flow around the more important items while creating a consistent movement forward. Be open to change and do what feels most right to you; don’t be too stuck on your schedule. Stay aware of what works and what doesn’t. Find pockets of time in which you can use in different ways. Learn your preference on the load of things you allow in your life.

4. Integrate change. Apply change where you see opportunities. Refine your development as you become more aware. Keeping this weekly organization session appointment facilitates awareness and the space to continually develop on what you learn.

5. Have fun. Enjoy the journey of it all. We all have a lot going on. Be selective about where you focus your energy and make the most of it.

How to Best Organize Your Inbox

 

Most of us get hundreds of emails per day.  It is very easy for messages to get lost in the shuffle.  How can you stay on top of so much information without being overwhelmed, missing important deadlines, or losing key details?  It is actually very simple.  It just requires a technique to organize the information so that what you need is where you can easily find it when you need it.

 

Clean Your Inbox

First of all, you must commit to only keep items that require action in your inbox.  For those of you that have 15,000 old emails in your inbox, this can sound like the last thing on Earth you want to do.  Hear me out. 

 

Start with taking all of those old emails and putting them into a folder called “Pre-2015” for example.  Move EVERYTHING into that folder.  There you go.  You’ve got a clean inbox. 

 

Sort Incoming Emails for Efficiency

Now, for all future incoming emails, read through them quickly and determine what action you need to take.  Take the action immediately to reduce the amount of time you spend on each email:

1.     If no action is needed, read through it and then move it to an appropriate folder.  Make your folders applicable to categories of work you often perform so that you can easily find any information when you need it, such as: Best Practices, Clients, Financial, Insurance, Meetings and Scheduling, Projects, etc.  By using appropriate folders you will be able to find a message if you ever need it without it clogging up your inbox and diluting your attention.

 

2.     If action is needed, keep it in your inbox.  You will now be staring at it until it drives you crazy and you take action.

 

3.     If follow up is needed, put it in a “_Tickler” folder and flag it with an appropriate follow up date (right click, follow up, add reminder). 

 

Pending Folders vs. Archive Folders:

By using an underscore (_) at the beginning of a folder name, you indicate that the folder is pending and requires further action.  This allows it to show up higher on the list of folders so that you actually see it and don’t forget about it.  Folders without the underscore are regular archive folders that only need to be looked at if you are searching for something to reference it. 

 

Set a recurring appointment on your Outlook calendar once per month to go through this follow up folder for a half hour or so and make sure you haven’t let anything slip too long.  During that appointment also file away any emails that are completed and no longer need to remain as pending. 

 

*Tip: It is a great tactic to move your own sent items that you want to follow up on and make sure they don’t get lost in the shuffle into this tickler folder as well.  Simply drag them from your sent folder to the tickler folder.

 

4.     Projects: If you get a lot of emails per day for a certain project, create a folder for pending items for that specific project.  That way those emails aren’t bogging down your inbox and are ready for your review when you are focused to work on it.  For example, I get hundreds of resumes in my inbox per week.  Upon receipt, or first thing in the morning, I move them all to “_Recruiting to do” – a pending folder I keep in my inbox.  I also move all correspondence from managers or coordinators in there so that the hour or two I spend on that project per day, I can focus on all the new activity at once with full concentration.  When I am done with something from that folder, I move it to a regular archive folder “Resumes and Recruiting”.   You can also set up recurring appointments, as needed, to remind yourself to catch up on those folders, if needed.

 

Keep It In Control

Learn your comfortable limit of action items in your inbox.  Mine is 30 on a good day, 60 on a busy day.  I’ve been to 100 and that was the most I could handle before I pulled a Saturday to catch up on the backlog. 

 

It is ideal to touch things only once if possible.  If you can process something in a minute or two, do it quickly and be free from that task in your life.  If not, put it in the appropriate place and deal with it when it is best for you.

 

With this system, I am almost always aware of things that need action and I can usually find things that have been archived.  I also have an impeccable follow up system so I don’t lose track of things nearly as much. 

 

Other Helpful Tricks

1.     Templates.  Do you send some emails repeatedly now and again?  I do. I have a “_Templates” folder that includes things such as directions how to get to my office or responses I have for candidates so that I can go and just forward the template rather than searching and/or recreating it.  Every moment saved adds up!

2.     Employees.  If you have employees you manage, you can create a folder for their assignments that you don’t want to forget to follow up on.  For example, “_Sarah to do” reminds me of all the things I have asked Sarah to do that I don’t want to forget about.  I drag the sent item into that pending folder.  Prior to our weekly meetings, I go in and see if there is anything in there I want to follow up on.

3.     Reference.  For those great emails you compose that you will want to refer to someday, or for those amazing emails you get from me that you may want to refer to someday, keep them in a “Reference” folder. These should typically be informational emails that you will want to find again at some point.

4.     Posts.  Try using posts to leave yourself quick little notes where you will see them.  Use the same type of organizing rules for them as you do with regular emails.  They are a great way of taking quick notes that won’t get lost.  You can find them by selecting "New Items"  from the ribbon at the top of your inbox, then "More Items" and finally "New Post in this Folder".

Posts look like a little yellow sticky note with a pin in them. 

They act like a regular email message but can be edited.

5 .   Too Much Space.  Do you get the warnings each week that your inbox is too full?  I do.  I have developed a work around with the wonderful guidance of Sandor.  All of the folders I create, except for the “_Tickler” folder are created in the Archive area of my inbox folders.  That way they do not require space from my inbox and are stored directly on my computer.  One bummer of this method is that whatever folders are stored directly as an archive are not viewable on the online access of Outlook.  I do not use the “_Tickler” folder in the archive section because that would disable the follow up flags from working, so I keep that one up in the true inbox folder. 

 

The Big Picture

The whole concept is that your inbox should be a tool that empowers you to be unstoppable.  It should not be a huge maintenance project that requires extra time for you.  Of course this system works best with a great calendaring system… perhaps I will share insights on that soon as well. J  Enjoy!

 

If you have any questions or suggestions, please post a comment! :)