Before you send a meeting or workshop pre-read to participants, consider a formal meeting announcement rather than an informal calendar invite. If accepted, follow-up the announcement with the invite, and then your pre-read package.
While all of the following is not necessary, put yourself in the position of the participant. Therefore, ask yourself, “Would I be interested in knowing this _______?” Clearly, if the answer is ‘yes’, then consider putting it in your meeting announcement.
Therefore, some considerations include:
- Meeting facilitator contact information; including perhaps:
- Easy to cut and paste email
- URL for business group or division
- Primary telephone
- Mobile telephone
- URL for SharePoint or workgroup folder
- Meeting logistics; including perhaps:
- Date of meeting
- Time of meeting
- Duration of meeting
- Location of meeting (including a map if part of a large campus setting). Plus any hints about best access such as elevator banks to take or avoid
- Meeting participants; including perhaps:
- List of attendees
- Alternatively, consider adding their contact information as well
- Items that should or should NOT be brought with them
- Request for questions they would like answered during the meeting
- Meeting rationale; including:
While these considerations may appear burdensome, they are truly optimal. You can remove or subtract as you deem fit, but always make adjustments from the point of view of the participants, rather than what will make your life easier.
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