In this competitive business environment, communication is everything. Meetings are a key component of this communication. Because of the technology, it’s now easier than ever to schedule meetings. One way is to schedule a meeting via email. In this tutorial, we will give you detailed guidance on how to set an appointment over email so that you can have an effective, professional and productive conversation.
Step 1: Identify the Goal and Participants
And before you start writing the email, you need to decide what the meeting is going to be about and who you’re inviting. Defining them clearly will allow you to know exactly how to proceed and make sure you have everything you need in your email.
Step 2: Select the Suitable Email Platform.
Depending on your company’s communications platforms, you might have access to Microsoft Outlook, Gmail or Apple Mail. Select one that fits your preference and is easy to use.
Step 3: Create the Email Subject Line
It is the subject line that your recipients read, so keep it concise and to the point. A decent subject line can guarantee that your email will be opened and replied to right away. Use the meeting’s purpose, date, and time in the body. For instance: “Marketing Strategy Call – Tuesday 1pm.”
Step 4: Create the Email Body.
These should be included in your email body:
A polite greeting and introduction
The purpose of the meeting
Proposed date(s) and time(s)
Duration of the meeting
Location (if physical) or conference details (virtual)
Any relevant attachments or documents
A request for validation or other recommendations.
This is an example of an email body:
Dear Team,
Hope you’re okay with this email. Let me write and offer you a meeting to discuss our new marketing plan. I have set forth the date(s) and time(s) of the following:
Tuesday, March 15th, 1 PM – 2:30 PM
Wednesday, March 16th 10am – 11:30am
This session will be held in Conference Room A, and I have attached an early agenda for your convenience. If none of this appeals to you, please notify me of your availability and I will be glad to make arrangements. Please, I kindly request that you notify me at the end of the day tomorrow.
Please consider taking the time to read.
Best,
[Your Name]
Step 5: Click on Recipients and Email it to them.
After writing your email, make sure that there are no typos and that you have provided all of the required details. Then select your recipients, remembering to add them to distribution lists, and press “Send”.
Step 6: Call Back and Confirm.
After you send your email, leave a bit of time for recipients to respond. If you aren’t getting confirmations or other proposals within an acceptable period, go after those who haven’t. Once you’ve confirmed the date, time, and attendees, follow up via email to make sure everyone is on the same page.
Guidelines for Meetings Scheduled via Email:
Title: It’s important that the title is readable, simple, and descriptive. This should list the agenda of the meeting, the time and place (if known), and the members who are attending. This will allow the recipient to quickly know what the email is about and whether or not they need to go to the meeting.
Initial Contact: When requesting a meeting, consider the timezones, work schedules, and availability of the recipients. Even if you don’t know when to set the meeting up, present some options and ask the recipient which ones they prefer.
Meeting Information: Include any relevant information about the meeting in the body of the email, including date, start time, location (if in person) or dial-in (if virtual). Please also indicate how the meeting is going to look like (pitch, discussion, brainstorming) and what you’ll get back as deliverables.
Agenda: An agenda can help keep the meeting in line and ensure that everything important is covered. The agenda should state what the discussion is about, what content will be presented, and how much time each topic is likely to take.
Request for a Meeting: You want to give your attendees the option to accept, decline or suggest a different time of the meeting. For example, you can do that by adding a line at the end of the email that reads “If you’re willing to meet me at the scheduled time. If not, send us some other dates and times that suit you.
Reminder: After the initial meeting invitation, contact the recipients to make sure they are available and to give them any additional resources or information they need in advance of the meeting. That way we’ll be prepared and the meeting will go smoothly.
How To Book An Email Meeting: Tips for Scheduling an Email Meeting:
Calendar Invitation: A majority of email clients like Gmail and Outlook let you publish calendar invitations directly from the email creator. This can facilitate scheduling and make sure that all relevant information is included in the invitation.
Reminder: You can add a reminder to the meeting to make sure that everyone will know about it. To do this, add a note to the email saying “I will send a reminder one day prior to the meeting to make sure everything is in order and send any extra content”.
Use a Scheduling Tool: There are a few scheduling tools out there to make it easier for everyone to settle on a time that works for them. Such apps, like Doodle or Calendly, can be used to make suggestions for various times and dates and automatically pick the best one based on the available recipients.
Flexibility: While setting up a meeting, make sure to be accommodating and accommodating to the schedules of your recipients. Don’t just get everyone on the same page – ask for a new date or time, or arrange to meet online if you can’t meet in person.
Common Pitfalls to Avoid:
Definition: When scheduling an email meeting, make sure that your words are concise. Avoid jargon or technical words that might confuse recipients.
Late Invitations: Requesting a meeting at the last minute is nerve-racking and can decrease attendance. Give recipients at least a few days’ notice if possible.
Saturating the Agenda: Bringing in too many subjects or agenda items will make the meeting feel overworked and short-lived. It is best to keep it short, to focus on what is most relevant and give each topic enough time.
Not Following Up: After you schedule a meeting, make sure to reach out to recipients to verify their attendance and give them any additional materials or details. If you don’t, you risk confusion or misinterpretation.
End Note:
Setting up an email appointment is an easy and powerful way to connect with colleagues, customers or any other professional. You can ensure professional, effective and productive communication by following this entire tutorial. Learning how to schedule meetings by email will be a way to simplify your work life and add to your overall success.
