How to Invite an Employee to a Business Meeting
Successful organizations know the importance of making sound business decisions. Getting to the point of making a decision usually involves gathering and sharing information in the organization. When performed well, the caliber of decisions is generally very high. This can be due, in large part, to having the right people involved in the decision-making process. Many of these decisions are made in meetings at all levels of an organization. Having the right people in the right meeting generally equates to a positive outcome, and the best way to ensure the right people are involved is to create a simple meeting invitation process.
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Instructions
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State the purpose of your meeting in writing. Emails work just fine. If there is not much time, or it is a spontaneous meeting, then a brief phone call will do.
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Explain the schedule including the start and end times, the meeting location and the other scheduled attendees. Briefly outline the proposed agenda.
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Determine if having this person attend the meeting will cause any problems. Are there other people or departments who may need to know this person may attend? Weigh the costs and benefits of having the person attend. If there are substantial costs, find an alternative.
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Explain why you are asking the person to attend the meeting and any information or items they need to bring. Clarify the role you expect this person to play in the meeting. Indicate what you expect them to contribute and what you hope they take away. For example, their authority is needed for a decision, they have information that is needed for a decision, the decisions in the meeting will affect them or they will need the information presented.
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Ask for a response by a date and time. If the employee cannot attend, and is planning on sending someone in his place, indicate how this is to be handled.
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