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How do you communicate the meeting time and agenda to all the participants?

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Communicating the meeting time and agenda to all the participants is a crucial skill for effective timekeeping and collaboration. Whether you are leading a project, hosting a webinar, or conducting a performance review, you need to make sure everyone knows when, why, and how to join the meeting. Here are some tips to help you plan and communicate your meetings across time zones and platforms.

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Pamela Nerby

HR Generalist/Benefits Admin

1 Choose a suitable time

The first step is to find a time that works for everyone involved in the meeting. This can be challenging if you have participants from different countries, regions, or continents. You can use online tools like World Time Buddy, Time Zone Converter, or Doodle to compare and coordinate time zones, and avoid scheduling meetings at inconvenient or inappropriate hours. You can also ask your participants for their preferred time slots, and try to accommodate them as much as possible.

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Pamela Nerby

HR Generalist/Benefits Admin
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A few things I have found is there is no good time for everyone across time zones when holding meetings. You do your best to accommodate everyone, but thats not 100% possible. You just have to ensure the meeting is within everyone's work schedule and they will need to manage thier own schedule to accommodate. Share meetings as far out in advance as possible. The sooner it is on others calendars the more likely of a higher participation rate. Send reminders 24 hours and day of. Post on Teams board or channel depending on your organizational/project setup.

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2 Send a clear invitation

In order to invite your participants, you need to send a clear and concise invitation via the appropriate channel and format. This could be email, calendar, or messaging apps, depending on your organization's culture and preferences. Your invitation should include the meeting title and purpose, date and time with the time zone specified, meeting link or access code if applicable, agenda with expected duration and outcomes, as well as expectations such as pre-work, attendance, participation, or follow-up. It's also important to ask your participants to confirm their attendance and remind them of the meeting a day or an hour before it starts.

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Pamela Nerby

HR Generalist/Benefits Admin
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In my experience, history shows the more notice provided the better the turn out and participation rate. It also can vary on the type of meeting and its content. Methods of sharing meetings vary on organization. Written is best: Email, Teams group channels, etc. However verbal reminders are helpful in staff meeting, water cooler chats etc. It is vital to share agenda at least a day prior to the meeting so participants will know what is being covered and rearrange comments as needed on thier calendar. Take minutes and record if possible. Provide a written recap afterwards along with action item list and deadlines. This list is the start of your next meetings agenda.

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3 Use a reliable platform

The third step is to use a reliable and user-friendly platform to host your meeting. You should choose a platform that suits your meeting objectives, such as video conferencing, audio conferencing, or web conferencing. You should also consider the features and functionalities of the platform, such as screen sharing, chat, recording, or polling. You should test the platform beforehand, and make sure you have a backup plan in case of technical issues or disruptions.

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4 Set the ground rules

At the start of your meeting, it is important to set the ground rules for your participants. You should establish the norms and expectations for the meeting, including how to mute and unmute yourself, ask and answer questions, share feedback and opinions, deal with distractions and interruptions, and respect different cultures and perspectives. Assigning roles and responsibilities such as facilitator, note-taker, timekeeper, or presenter will also help ensure a successful meeting.

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Pamela Nerby

HR Generalist/Benefits Admin
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It is best that these roles are established prior to the meeting. This helps to create a team and cohesiveness and avoids taking time away from the agenda and time. Being mindful of time when everyone has schedule conflicts makes meeting hopping easier especially when working with executives.

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5 Follow the agenda

The fifth step is to follow the agenda that you have prepared and shared with your participants. You should stick to the time frame and the topics that you have planned, and avoid going off-track or over-time. You should also monitor the engagement and participation of your participants, and use interactive techniques to keep them interested and involved. You should also summarize the key points and action items at the end of the meeting, and thank your participants for their time and contribution.

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Pamela Nerby

HR Generalist/Benefits Admin
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Staying on point and on time a meeting is how to keep participants focused and returning to your meetings. When a topic is getting off point it's time to reel everyone in and table the new subjects to another meeting. Not that they aren't important but if there is other things to discuss time management is key. At one point I used a timer in a meeting and the executive staff thought I was nuts till they realized we got more done staying on point. A good meeting gives you results/answers, more questions and further action items in a resolution process. Why else are you holding the meeting. If you are not getting answers and results then you need to reevaluate your meetings.

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6 Send a follow-up

The final step is to send a follow-up email or message to your participants within 24 hours of the meeting. This should include the meeting minutes or notes with the highlights and decisions, as well as action items and deadlines with the owners and status. Additionally, you should include feedback and suggestions with the improvements and changes, as well as next steps and dates with the goals and milestones. Furthermore, it is important to ask your participants for their feedback on the meeting, so that you can use it to improve your future meetings.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Timekeeping

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How do you communicate the meeting time and agenda to all the participants?

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1 Choose a suitable time

2 Send a clear invitation

3 Use a reliable platform

4 Set the ground rules

5 Follow the agenda

6 Send a follow-up

7 Here’s what else to consider

Timekeeping

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