To set up a meeting, you will have to communicate the details to all participants in a clear and brief way. You need to say when the meeting will take place, where it will be, and what issues will be covered. Include notes if the meeting needs any preparation or materials. Use your regular email or Outlook app, just be sure to include all the most important details so guests know what to expect.
Method 1 of 3: Writing a Good Subject
Step 1. Write a short and very relevant subject with the date and topic to be covered at the meeting
Putting in these details lets people know right away when the meeting will be and what will be covered in it, without even having to open the email. For example, write "Meeting Aug. 12: New Reporting Guidelines."
if you don't put the topic of the meeting, people will likely respond by asking if it will be directed to their department or if attendance is required. Prefer to post the topic!
Step 2. Ask for confirmation of presence in the subject
If you need to know who will attend the meeting, ask people to confirm that they will join the subject of the email right away. That way, they'll know they need to respond as quickly as possible before they even open the email. You can write “Friday 06/10 | HR meeting - please confirm attendance.”
Or "Please confirm attendance: HR meeting on 06/10."
Step 3. State if this is an emergency meeting in the subject line of the email
If the issue to be addressed is urgent or requires quick action and the meeting needs to be held immediately, put that urgency right in the subject line of the email. For example, you might write something like “Emergency meeting | Monday 03/31: Cybersecurity.”
It is important to mention that it is an emergency and indicate what will be discussed at the meeting
Step 4. Indicate whether attendance is required or suggested
If you work for a large company, some employees may not be required to attend every meeting. Indicate to which department the meeting will be relevant already on the subject, or say whether recipients need to attend or not. For example, you might put "Mandatory meeting Dep. Marketing 6/10."
If the meeting is not mandatory, you can write something like: “Suggested meeting will take place on 06/10. The theme is Efficient Research Tactics.”
Step 5. Write the entire words in the subject so no one gets confused
Using abbreviations might seem like a good idea, but they aren't as specific as whole words and can get people confused. For example, “Att” can be “sincerely” or “attention”, depending on the situation.
It's okay to use common acronyms such as "RH", "CFO" or "Wed." (abbreviated Wednesday)
Method 2 of 3: Outlining the body of the email
Step 1. Write a short, friendly introduction and short remarks
If you work for a large company and you don't know everyone yet, introduce yourself. It is also important to add in this brief introduction whether people need to bring any documents or materials to the meeting.
Make an introduction more personal or relevant to the work. For example “Hello everyone on the team! I'm excited for the launch of the new show next week!”
post a reminder of what people need to bring or things they need to finish before going to the meeting. For example, "Reminder: Please bring four printed copies of your updated supplier contact list."
Step 2. Enter the date and time of the meeting on a separate line so that it is highlighted
Since this information is essential for people to be able to participate in the meeting, it is best to make it clear and detached from the rest of the text. Give two lines apart both above and below and make the text bold.
- Example: "October 6th, from 10:30 am to 11:45 am."
- If the meeting is online, inform the time zone so that people farther away do not miss the meeting due to a miscommunication. Put "October 6th, from 10:30 am to 11:45 am (Eastern Time)."
Step 3. Put the location after the date and time
Make the location as prominent as the date and time, especially if the meeting will take place in a new, hard-to-find location or if you know that some of the guests don't know the place well. If the meeting is virtual (whether it's a live forum or a video chat), provide the forum link or video link for easy access.
When explaining where the place is, make sure everything is detailed. For example: “Please attend the meeting in room 592 in the Timaren building (Av. Faria Lima, 3240). Room 592 is on the second level of the building. Take the elevator on the ground floor and go up to the 12th floor and then use the elevator in the south wing (on your left) to go to the 59th floor.”
Step 4. State the purpose of the meeting
Let participants know what the purpose of the meeting is. Putting in a short schedule helps people know what they need to do before the day. You can simply post the topic (such as “Update on cybersecurity”) or post a schedule like the following:
- 10:30-10:45: Sharing project updates.
- 10:45-11:10: comparing and choosing viable offers.
- 11:10-11:30: brainstorming and launch goals.
Step 5. Review the email to correct grammar errors or incorrect information
The most important things are the date, time and place of the meeting. You need to make sure this information is correct! Also review the introduction, schedule, or other sections to make sure you've written everything you need to.
Read the email aloud to ensure the sentences are easy to understand and brief before sending
Method 3 of 3: Using Outlook or Another Integrated Calendar Application
Step 1. Click “New Meeting” on the “home” tab in Outlook
If your company uses a communication database with a built-in calendar, such as Outlook, use this tool to schedule the meeting. This is often the best way to get in touch with the people you work with.
If your company doesn't use Outlook or anything like that, use the email provided by the company to send the meeting invitation
Step 2. Choose the date and time in the “Scheduling Assistant” window
After creating a new meeting, the calendar window will open on the screen. Click “Scheduling Assistant” and select the available date and time for the meeting.
Check that all participants will be available on that day and time. Depending on the application your company uses, you may have to adjust your viewing settings so that you can see everyone's schedule (in addition to your own)
Step 3. Add participants by typing their names or using the address book
Click on the text bar to enter names manually or scroll down through the address book and select names from there. Use the “Scheduling Assistant” function to check other people's availability.
If people aren't available, their names will be highlighted. The wizard will even show time recommendations to better accommodate attendees' schedules
Step 4. Enter the start and end times for the meeting
Make sure the date matches the one you selected earlier and click the calendar button to make any changes you need. Use the down arrows to the right of the time options and select what time the meeting will start and what time it will end.
Putting in the end time is a way of respecting people's time, because it helps them know what to expect and allows them to plan how they will go to the meeting or organize themselves in relation to the rest of the tasks they have that day
Step 5. Click on “Appointments” under the “Meeting” tab at the top of the screen
When you click, you will be taken back to the general appointments screen and you can see the meeting you just booked. Include the subject, location and other notes here.
If you don't see your meeting on screen, go back and do the process again
Step 6. Be specific in your subject, location, and other pertinent information
Let attendees know what the meeting is about in a nutshell (for example, “Testing for upcoming product”). Explain well where the place is also and give instructions on how to get there if it is not a usual place or is difficult to find. Add notes that are relevant (such as what people need to bring).
- Enter the location address even if you think guests already know where it is.
- Click “submit” when done.
avoid putting topics that are too vague, such as “brainstorming,” because that doesn't let people know for sure what the purpose of the meeting is. Prefer things like “suppliers brainstorming for the new product”
- Review the email or invitation and leave it as brief and straightforward as possible.
- Use professional and friendly language.
- Once you're done filling out everything, go back and review the recipient list to make sure everyone who needs to be invited is on it.
- Enter addresses on the “bcc:” line if you want them not to appear to all recipients.
- Don't send the invitation or email without a date, time, and location so you don't frustrate people or get a flood of responses asking for this information.
- Do not write everything in capital letters, as this is considered the equivalent of screaming and is unprofessional.