Meetings 3 Who needs to be there?

Two people looking at a schedule on a laptop
Image Credit
Ivan Samkov via Pexels

Now that you have sent out the meeting invites with the agenda attached, you will get responses. Learn how to inform, monitor, consult and manage everyone's schedules and responses. 

Introduction

How do you usually schedule meetings in your workplace? What challenges do you face in managing schedules and responses?

Warm Up

Look at the following vocabulary to use when managing schedules. Make sentences with each word. 

  1. Schedule – A plan that outlines when events or tasks will happen.
  2. Availability – The time when attendees are free for a meeting.
  3. Confirmation – Agreement that a person will attend the meeting.
  4. RSVP – A response to confirm attendance.
  5. Reschedule – To change the time or date of a meeting.
  6. Meeting request – A formal invitation to join a meeting.
  7. Time conflict – When two or more meetings overlap.
  8. Follow-up email – A message sent after a meeting to summarize key points and confirm next steps.
Language

A. Steps to Manage Meeting Schedules:

  1. Send a Meeting Invitation – Clearly state the purpose, date, and time.
  2. Monitor Responses – Track who has confirmed attendance.
  3. Resolve Scheduling Conflicts – Adjust the time if necessary.
  4. Send a Reminder – Notify attendees a day before the meeting.
  5. Follow Up After the Meeting – Summarize key points and next steps. 

B. Look at the following phrases and the steps you read above. Which phrases are used for which steps? 

  • She's not available then. Can ___ come instead?
  • Could you confirm your availability for the meeting?
  • Please RSVP by [date] so we can finalize the schedule.
  • We need to reschedule the meeting due to a time conflict.
  • It might be a good idea to send a reminder on Friday.
  • Let’s ensure all stakeholders are informed before the meeting.
  • I will send a follow-up email with the meeting summary.
Practice

Partner 1 specializing in Marketing wants to be kept in the loop on main decisions but has a conflict on the day of the meeting. Partner 2 specializing in Operations trusts in your decision-making skills and is busy with other projects. Marketing Team Lead has ideas that they want to communicate and is available. Operations team lead has ideas that they want to communicate but has not confirmed his availability. Marketing intern, in his second week, should learn as much as possible about the process, and has a lot of time. Supply Chain specialist has doubts about whether these expansions are realistic but is only available for the first half of the meeting. How will you respond? 

The essence of this lesson is clear and assertive communication. Good manners and ensuring no important stakeholders are left out set the meeting up for success.

What changes or adjustments will you make based on this lesson to how you invite and schedule meetings? 

Our next lesson will look at housekeeping. You have done all the hard work setting up the meeting, and now you need to host it.

Think about the best meetings you have been involved in. How were they managed from the outset to make you feel welcome and a valued contributor?