Two Steps to Sending a Perfect Meeting Invitation

As a Virtual Assistant, I frequently make appointments for my clients. That includes sending meeting invitations.

If you follow the easy steps detailed below, you can send a great invite (regardless of what calendar program you may be using)!

1. Choose a title that makes sense to everyone.

This is a screenshot from Google Calendar when I open a new invitation window:

The title is critical. Remember, this is going to be added to the calendar of both the people participating in the meeting, so it has to be something that is meaningful to everyone.

So while “meeting with Jane Smith” might make sense to you, that’s all Jane Smith will see on her calendar, a label that doesn’t let her see at a glance who she’s meeting with!

I suggest that the title be both names of the people involved. Something like this:

This is what it will look like on the calendar for both of you:

2. Provide specific instructions.

Explain the meeting type and any instructions needed. To do this in most calendar software you’ll need to expand by clicking More Options (in Gmail) or More Details (in Outlook). Look for the location field and either add the meeting address or calling instructions as appropriate.

Be sure to include the phone number even if you think you have it so that you’ll be ready to go at the time of the meeting.

I usually make sure the invite is correct by double-checking it on my own calendar before sending it to the person I’m inviting. Once you’re sure it’s set, just add the invitee’s email address and choose any applicable options below (to modify the event, invite others or see the guest list) and press Save.

Your invitee will receive an email invitation that they can add to their calendar.

There are minor differences between Google Calendar, Outlook, and iCal, but if you understand the basics, you can translate this to any software that you are using.

Be sure to follow up the day before and send a confirmation email to everyone invited to make sure the meeting is still on track.

If you’re not already a member of our Facebook Group, The Virtual Assistant Connection, and would like to join, here’s the link: https://www.facebook.com/groups/thevaconnection/