How to Create a Meeting Invitation
Quickly scheduling a meeting to gather all the people required to discuss a subject or obtain a goal can be easily accomplished using scheduling software such as Microsoft Outlook, Meeting Wizard or Time Highway. Business professionals can efficiently check participant's schedules or meeting resources (such as conference rooms or equipment) for availability. After lining up resources, meeting invitations and agenda details can be automatically sent and placed on all participant's calendars.
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Things You'll Need
- Computer
- Internet or intranet connections
- Microsoft Outlook (or similar scheduling software)
Instructions
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Use Software to Schedule the Meeting Resources
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Locate the "Action" toolbar on your Micorsoft Outlook screen and click the "Plan a Meeting" command to start scheduling your meeting online.
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Add others to the attendee list by typing in specific names or adding them from your electronic address book. You can categorize each of the participants as "Required" or "Optional" for attending the meeting.
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Remember to schedule projectors for presentations. Add any other resources you'll need for your meeting, such as conference rooms or electronic equipment required for your presentations.
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Review the onscreen schedule bars for potential meeting conflicts after you've added meeting participants and resources. Adjust meeting times or dates, if necessary, to accommodate all participant's schedules.
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Click the "Make Meeting" command to commit the resources, times and dates for your meeting. This will take you to the next screen where you'll be able to add more details and information for the meeting.
Use Software to Provide Meeting Information
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Fill in the "Subject" and "Location" sections of your meeting notice with the purpose and location of your meeting.
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Confirm the start and stop dates and times.
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Click the meeting "Reminder" to schedule an automated reminder message to all of the attendees prior to the meeting. This helps keep the start of the meeting on time.
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Use the large message space to provide details for meeting participants, such as agenda topics, items required for the participants to bring or other helpful instructions to help them prepare for the meeting. Attach meeting documents with the "Paper Clip" or "Attach" command, as required.
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Click the "Send" command to distribute the meeting invitation to all of the listed participants. You can check your own personal calendar to confirm the meeting has been scheduled properly.
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Tips & Warnings
You can set additional meeting options, such as meeting priority levels or recurring appointment schedules, as required.
It's easy to quickly schedule a meeting on the right day, but wrong month. Double-check your month and day for accuracy before sending the meeting invitation.
References
Resources
- Photo Credit computer image by Orlando Florin Rosu from Fotolia.com Work presentation image by Rido from Fotolia.com
