Business

5 W and an H for meeting invitations

Looking for a way to improve meetings? Then start with pre-planning to make sure the meeting is the best it can be. Once it has been determined that a meeting should be held, it is important to invite the right people in the right way. This is done with an invitation to a meeting. The best invitations will provide attendees with the answers to your questions about who, what, when, where, why, and how it relates to the meeting.

  • Why Is this meeting necessary? The purpose of the session should be prominently displayed on the invitation. This allows potential attendees to see the big picture and what is the goal of holding a meeting.
  • When is the meeting? A good meeting invitation will show the date of the session and the times the session will begin and end. This helps attendees make plans for the meeting, as well as prepare what they need for the meeting.
  • Where is the meeting? The invitation will direct the attendees to the place where the session will take place. If special travel arrangements may be needed, the invitation must provide details for travelers.
  • who will attend The invitation will be addressed to all expected attendees and will also be copied to the presenters. If you know at the time of the invitation, please also include the name of the facilitator and the registrar.
  • What What steps will be taken in the meeting? The steps to achieve the purpose of the meeting in the allotted time are provided in an agenda. A well thought out agenda will list what actions need to be taken, how much time is allocated for each action, and who is primarily responsible for each agenda item.
  • How The steps to follow in the meeting are done by writing an agenda using action words and describing any special techniques that may be used, such as brainstorming, process analysis, voting, or consensus decision-making.

When planning a meeting, remember to prepare a meeting invitation that lets people know everything they need before planning to attend. Make sure the invitation answers the who, what, when, where, why, and how questions, so an attendee doesn’t need to make a phone call to find out.

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