When it comes to scheduling a meeting, most people rely on email. And when it comes to sending meeting invitations, most people rely on the default settings in their email client. This can lead to a lot of extra work for everyone involved. In this article, we’ll show you how to create a meeting invite that is both clear and effective.
Email meeting invites are one of the most important tools in an office worker’s toolkit. They provide a way to save time and jumpstart productivity. They also play a key role in keeping busy people organized and on track. Yet, not every invitation is capable of performing its primary function of bringing everyone together for a meeting. That’s why, it’s crucial to keep a few things in mind when creating an email invite to make sure it’s as clear, concise, and useful as possible. Here are the three golden rules to follow:
A good invite should include all of the pertinent details of a meeting, without any extra fluff. Remember that the people you’re writing to are just as busy as you are, and they don’t have an extra five minutes to spend reading long greetings and instructions. Hence, the best way to get recipients to open, read, and answer your invitation is to keep it short and sweet. How many words can you afford? No more than 100.
When you invite someone to a meeting, they need to get as much information as possible as quickly as possible to decide whether or not they can attend. If the subject line is clear and concise, it will be easy for the invitee to understand what the event is about and whether or not they have time available. A confusing and vague subject line will likely result in your invitation not even being opened. The length is also important. According to a study by Litmus, when the subject line includes between 4 and 15 characters, it gets the highest open rate. While having more than 50 brings the lowest rates.
Every guest should know where and when the meeting is held, what the agenda is, and who will be present. If details are omitted, invitees may not be able to attend or may show up unprepared. All in all, this results in a waste of time for everyone involved.
Few things are more frustrating than planning an event and not having enough people RSVP. Whether you’re hosting a corporate event or trying to get people to sign up for your webinar, getting recipients to RSVP can be tricky. But don’t worry, we’ve got you covered. Here are our top tips that can increase your chances of getting the desired response.
First, make sure you’re sending emails to the right people. Guests should be people who are likely to be interested in the event and who will want to attend. If it’s a business meeting, double-check if you’re inviting employees from the same department or team.
If you want people to RSVP (and who doesn’t?), a catchy subject line is a key. Some tips:
- Be funny: people like to laugh, and they’re more likely to open an email that looks fun. This also applies to formal events, but here you need to pace yourself and not go overboard with humor.
- Use CAPS LOCK: it will stand out in people’s inboxes.
- Make it personal: reference the recipient by calling them by their first name. This may increase the open rates by 50%.
Provide different ways for them to respond, whether it’s online, over the phone, or by email. Modern email clients allow using a quick reply. This makes it possible to send a response in a single click.
When sending out invitations to an event, it’s important to include a date by which guests are expected to RSVP. This helps you plan for the event and makes sure that you have an accurate headcount. If you don’t include a deadline, some people may not bother to RSVP at all, or they may wait until the last minute, causing some organizational problems for you.
Once you’ve sent out your meeting invite, the worst thing you can do is sit and twiddle your thumbs waiting for a response. If 24 hours have passed and you still haven’t heard back, there are a few things you can do:
Sometimes messages go into spam folders, or people may have multiple addresses and not realize that they received an invitation from you.
Sometimes people simply forget to respond, and a gentle reminder may be all it takes to get them on board.
If you don’t hear back in a reasonable timeframe (2-3 days), assume the person can’t make it and go ahead and cancel.
According to recent research, 51% of employees state that they’re invited to meetings irrelevant to them, usually resulting in a misuse of time and resources.
Don’t let your team belong to this group. Follow our simple tips and send effective and clear invitations to meetings that are not a waste of time.
Or simply trust scheduling to a smart AI assistant from Whoosh. It will sync with your team’s calendar and offer the best possible time for the next meeting, taking into account the difference in time zones and working hours of other participants. All you have to do is send an invitation. It won’t take long before you get a positive reply. No more painful preparations – just Whoosh and go!